Office Coordinator PRN

MedStar Health; Rossville (MD); On-site; USD 31,946 - 55,944; Full time

Job summary

MedStar Health in Maryland is seeking an administrative/secretarial professional to plan, organize, and coordinate department activities, programs and events, while handling typing, scheduling, record keeping and data administration. This role supports the day‑to‑day operations with confidentiality and accuracy.

Responsibilities include answering calls, routing messages, arranging meetings, maintaining calendars, processing payroll data, supervising staff, and coordinating supplies and vendor

Qualifications

• High School Diploma or GED required.
• Associate's degree in business preferred or administrative/secretarial training preferred.
• 3-4 years administrative/secretarial experience; transcription experience required.

Responsibilities

• Answers telephone screens and routes calls, takes messages and provides prompt and appropriate assistance to callers.
• Arranges/schedules meetings, conferences, seminars and other related activities for the department and supervisor.
• Contributes to department goals, adheres to policies, and complies with regulations.
• Investigates and resolves problems within scope of authority; demonstrates independent judgment.
• Manages the administrative function of the department and coordinates special projects/events.
• May assist with staffing, payroll data, and personnel records.

Skills

Microsoft Word

Excel

Access

Verbal communication

Written communication

Time management

Customer service

Transcription

Education

High School Diploma or GED

Associate's degree in business

Administrative/secretarial training

Job description

About the Job

General Summary of Position: Plans, organizes and coordinates various department activities, functions, programs or events. Performs diversified administrative duties such as typing, scheduling appointments, record keeping, database administration, etc. Maintains statistical data and distribution as required. May coordinate the day-to-day administration of the department and interface with staff and public.

Primary Duties and Responsibilities

• Answers telephone screens and routes calls, takes messages and provides prompt and appropriate assistance to callers. Resolves problems/issues or directs callers to appropriate resources. Picks up, opens and routes incoming mail and distributes correspondence and other material. Receives deliveries. May be required to transcribe minutes and take dictation. Performs all duties in timely, accurate and confidential manner.
• Arranges/schedules meetings, conferences, seminars and other related activities for the department and supervisor. Maintains appointment calendars for assigned staff.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards and safety standards. Complies with governmental and accreditation regulations.
• Investigates and resolves problems within scope of authority. Takes initiative to determine appropriate action and resolution of various day‑to‑day matters, issues and projects within scope of authority. Exercises independent judgment with respect to real and potential problems and brings such matters to the attention of the appropriate party with recommended action when appropriate.
• Manages the administrative function of the department. Plans, organizes and coordinates special projects, programs and/or events for the department. Coordinates the work of office staff with responsibility for workflow and outcome. Resolves problems to ensure efficient operation of the office. Collects and maintains statistics as needed.
• May assist in the selection, training, orienting and assignment of department staff. May assist with development of standards of performance management planning. May initiate or make recommendations for personnel actions. Maintains personnel records including licenses if applicable and prepares and submits personnel forms and processes job actions. Prepares and submits weekly payroll data sheets, collects and distributes payroll checks and resolves payroll issues within the department.
• Monitors and orders supplies and requests maintenance of office equipment. Monitors work order requests and acts as liaison with vendors and negotiates and resolves problems/issues. Recommends equipment replacement as needed and researches replacement options. Obtains/maintains contracts with maintenance/repair companies.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required.
• Participates in multidisciplinary quality and service improvement teams.
• Processes check requests, travel requests, invoices, billing and purchase orders. Prepares weekly or monthly statistical reports of charges to department budget and investigates variances. Maintains accurate database and filing systems for the department.

Minimal Qualifications

Education

• High School Diploma or GED equivalent required or
• Associate's degree business courses preferred or
• Administrative/secretarial training preferred

Experience

• 3-4 years Administrative/secretarial experience; transcription experience required and
• Medical office, hospital or ambulatory setting preferred

Knowledge, Skills and Abilities

• Strong working knowledge of Microsoft Word, Excel and Access software applications.
• Excellent verbal and written communication skills.
• Good problem solving, customer service and time management skills.
• Transcription skills may be required.

Hiring Range

USD $23.19 - $40.61 /Hr.