Operations Coordinator- Vascular and Cardiac COE Admin

10100 Children's Hospital; United States; On-site; USD 58,000 - 97,000; Full time

Benefits offered by this job

Health coverage

Paid time off

401(k) plan

Life insurance

Tuition assistance

Wellness resources

Commuter benefits

Job summary

Children's National Hospital in Washington, DC is seeking an experienced administrative professional to provide analytical and project management support for the Heart and Lung Center. You will handle daily operations, coordinate projects, and offer clerical support to the Director and Managers.

The role requires a Bachelor's degree, 3 years' healthcare experience, and strong MS Office skills. You will schedule meetings, prepare reports and minutes, monitor budgets and payroll, and help ensure

Qualifications

• Bachelor's Degree (Required)
• 3 years related and progressive healthcare experience (Required)
• Excellent customer service skills required
• Strong analytical, organizational and customer service skills required
• Must have ability to prioritize, delegate and manage multiple responsibilities
• Proficient with Microsoft Word and Microsoft Excel skills
• Ability to create Power Point presentations
• Demonstrates advanced knowledge of office and clerical skills
• Access Database skills preferred

Responsibilities

• Coordinate and schedule office appointments, meetings and conferences with other CNMC departments and external customers
• Answer, respond, take and distribute messages of incoming phone calls
• Open and distribute mail and special delivery packages for Director and/or Managers
• Create productive relationships with key staff in identified departments
• Lead, facilitate and/or participate actively on assigned project teams
• Ensure complete and accurate minutes
• Facilitate follow-through for action items
• Analyze operational projects and report effectively to management and team members
• Update and maintain the integrity of manuals and communicate any changes to staff
• Type and proof office correspondences, memorandums, letters and reports
• Draft responses to correspondences
• Copy, file, distribute and retrieve faxes, reports and other related documents
• Explore new methods of improving operations
• Work with management team to gain acceptance and support implementation efforts
• Communicate operational issues and progress toward goals to other members of the management team

Skills

Customer service

Analytical thinking

Organizational skills

Multitasking

Project coordination

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Access Database

Job description

Kids Are Our Everything Department 10233 Echocardiography

111 Michigan Avenue Northwest, Washington, DC 20010

Pay Range $57,969.60 - $96,616.00. Day Shift.

Who We Are

Children’s National Hospital’s Heart and Lung Center offers comprehensive pediatric vascular and cardiac care, including congenital heart disease, advanced cardiac therapies, and heart transplant programs, led by highly specialized surgeons and cardiologists.

About the Role

Provide analytical and project management expertise for assigned area(s). Perform various administrative, clerical and secretarial tasks within assigned CNHS department under little supervision. Responsible for the ongoing daily operational issues of assigned departments. Provide administrative support to the Director and/or Managers as assigned. Lead or participate in planning, directing and implementing projects. Assist in the development, monitoring and implementation of a cost-effective budget. Coordinate and monitor payroll, schedules and non-clinical systems.

What You’ll Bring

• Minimum Education Bachelor's Degree (Required)
• Minimum Work Experience 3 years Related and progressive experience, preferably in healthcare field (Required)
• Required Skills/Knowledge Excellent customer service skills required.
• Strong analytical, organizational, interpersonal and customer service skills required.
• Must have ability to prioritize, delegate and manage multiple responsibilities.
• Proficient with Microsoft Word and Microsoft Excel skills.
• Ability to create Power Point presentations.
• Demonstrates advanced knowledge of office and clerical skills.
• Access Database skills preferred.

Functional Accountabilities

Communications and Office Administration

• Coordinate and schedule office appointments, meetings and conferences with other CNMC departments and external customers
• answer, respond, take and distribute messages of incoming phone calls
• open and distribute mail and special delivery packages for Director and/or Managers
• create productive relationships with key Staff in identified departments.
• Lead, facilitate and/or participate actively on assigned project teams
• ensure complete and accurate minutes
• facilitate follow-through for action items.
• Analyze operational projects (e.g., Hospital systems, benchmarking, research) through internal and external data sources and report effectively to management and team members.
• Update and maintain the integrity of manuals and communicate any changes to staff.
• Type and proof office correspondences, memorandums, letters and reports
• draft responses to correspondences
• copy , file, distribute and retrieve faxes, reports and other related documents.
• Explore new methods of improving operations
• work with management team to gain acceptance and support implementation efforts
• communicate operational issues and progress toward goals to other members of the management team.

Operations and Systems Management

• Complete travel arrangements and travel reimbursement requests.
• Develop and implement systems to audit non-salary expenses, including capital equipment and supplies
• coordinate and maintain systems for an accurate and up-to-date unit census.
• Maintain filing system, office supplies and equipment
• prepare requisition orders, assist with the preparation of department financial budgets and variance reports
• maintain and replenish office supplies and equipment
• prepare and type purchase orders
• complete and distribute standard office forms.
• Manage relevant databases and promote security of information
• develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures and standards.
• Contribute to the development of policies, procedures and systems that assure the effective functioning of the unit
• assure that information for billing and reporting is accurate, consistent and complete
• produce and maintain management data related to operational needs and projects.
• Prepare all data related to Performance Improvement (PI) for each unit
• submit data to Hospital PI as requested
• work with managers to create systems to efficiently produce data reports
• prepare graphs and charts for Director as requested
• assist with research initiatives as directed
• gather relevant articles from Literature Searches as requested.

Environment/Safety

• Establish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required
• maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.
• Survey unit structural appearance and institute repairs in concert with Managers.
• Ensure that staff has equipment needed to perform daily assignments

Project Coordination

• Develop and participate in projects to enhance operations
• assist, as needed, with coordination and completion of projects related to department operations.
• Participate in strategic planning and develop quality improvement programs to enhance efficiencies, reduce costs and consistently improve customer service.
• Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.

Human Resources

• Participate in the orientation of new employees and assist with training of existing staff in new systems and technology
• assist in hiring of support staff.
• Maintain and process employee time cards and attendance records
• submit staff payroll according to existing payroll practices and procedures.
• Identify learning needs and develop a plan to enhance professional development and/or organizational goals
• adhere to Department of Nursing requirements for required training
• provide input for staffs' performance appraisals.
• Coordinate staffing schedules within unit specific guidelines.
• Coordinate administrative, clerical and ancillary activities on unit.

Benefits That Support You

• Comprehensive health coverage, including medical, prescription, infertility, and transgender health services.
• Generous paid time off, including vacation accrual from day one, sick leave, holidays, and a personal day.
• Financial wellness support, including a 401(k) plan and healthcare and dependent care spending accounts.
• Employer-paid life, AD&D, and long-term disability coverage, with optional supplemental plans.
• Additional perks, including tuition assistance, fitness resources, employee assistance, commuter benefits, and more

Why Join Us

Nationally Recognized Excellence – Consistently ranked among the Top 10 Children’s Hospitals in the nation by U.S. News & World Report.

Leading Pediatric Care – One of the largest and most comprehensive children’s hospitals in the country, offering nationally ranked specialties and cutting-edge treatments.

Innovation & Research – A premier academic medical center with a strong commitment to pediatric research, education, and advancing the future of child health.

Mission-Driven Culture – Dedicated to providing family-centered care while fostering a collaborative, supportive environment for clinical teams

The disclosed salary range includes the minimum and maximum rates within which Children’s National believes an individual’s base pay rate will fall for this position.

It is not typical for an individual to be hired at or near the maximum of the pay range.

The exact pay rate for this position will be based on a variety of factors in alignment with the Children’s National compensation philosophy.

These factors are legitimate and non-discriminatory including, but not limited to, the current market conditions; organizational needs; the individual’s combination of prior work experience, level of education, knowledge, skills, and other qualifications.

Children’s National is committed to providing a fair and competitive total rewards package to each of our employees.

This base salary range does not include our comprehensive benefits package or any additional compensation for which this position may be eligible.

Childrens National Hospital is an equal opportunity employer that evaluates qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender, identity, or other characteristics protected by law.

Please note that it is the policy of Children's National Hospital to ensure a “drug-free” work environment: a workplace free from the illegal use, possession or distribution of controlled substances (as defined in the Controlled Substances Act), or the misuse of legal substances, by all staff (management, employees and contractors).

Though recreational and medical marijuana are now legal in the District of Columbia, Children's National and its affiliates maintain the right, in accordance with our policy, to enforce a drug-free workplace, including prohibiting recreational or prescribed marijuana.