Trauma Administrative Coordinator – FT Days

Northeast Georgia Health System; Gainesville (GA); On-site; USD 40,000 - 62,000; Full time

Job summary

Northeast Georgia Health System is seeking an Administrative Coordinator for the Trauma Services team. You will support the Trauma Program Director, Trauma Medical Director and surgeons, handling secretarial tasks, scheduling, and confidential information with discretion.

Responsibilities include SharePoint administration, policy formatting, meeting coordination, and collaborative marketing efforts. Strong MS Office, medical terminology knowledge and interpersonal diplomacy are essential for

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• One (1) year of healthcare experience.
• Excellent written skills and ability to work with confidential information.

Responsibilities

• Act as administrator for Trauma Services SharePoint site.
• Participate in Trauma Services staff meetings and PI initiatives.
• Format policies and guidelines created by Trauma Services staff.
• Collaborate on Trauma Services marketing tools with directors.
• Review and revise hospital and department policies for trauma care.
• Maintain safety and integrity of the department and monitor repairs.
• Manage calendars for the Trauma Program Director, Trauma Medical Director and surgeons.
• Coordinate educational programs and regional Trauma Service activities.
• Prepare meeting materials, agendas, minutes and follow-up tasks.
• Serve as first contact for customers, employees and vendors.
• Manage office supply inventory and budget recommendations.
• Screen calls, mail, email and route documents; maintain filing system.
• Support PI and Quest activities with visual tools and standard work.
• Assist onboarding of new department staff.

Skills

Written skills

Microsoft Office

SharePoint

Interpersonal skills

Professionalism

Initiative / independence

Flexibility

Medical terminology

Education

Bachelor's degree or equivalent

Tools

SharePoint

Office equipment

Job description

Job Category: Administrative & Clerical

Work Shift/Schedule: 8 Hr Morning – Afternoon

Northeast Georgia Health System is rooted in a foundation of improving the health of our communities. About the Role: Job Summary Works under the general direction of the Trauma Program Director and provides direct support for the Trauma Program Director, Trauma Medical Director, Trauma surgeons and Trauma Services staff. Exercises some independent judgment regarding work and projects, providing secretarial services and administrative assistance, exercising initiative and sound judgment on a regular basis. The Trauma Administrative Coordinator must project a positive and professional attitude and image and act with confidence and a high level of confidentiality.

Minimum Job Qualifications

• Licensure or other certifications:
• Educational Requirements: Bachelor’s Degree or equivalent combination of education and experience.
• Minimum Experience: One (1) year of healthcare experience.
• Other:

Preferred Job Qualifications

• Preferred Licensure or other certifications:
• Preferred Educational Requirements:
• Preferred Experience: Three (3) years administrative experience in healthcare.
• Other:

Job Specific And Unique Knowledge, Skills And Abilities

• Excellent written skills, including ability to compose routine letters, edit and proof business correspondence, and create reports
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), SharePoint, office equipment and machinery
• Excellent interpersonal skills and ability to motivate and influence others with diplomacy and tact in a diverse environment
• Exercises a strong work ethic, good judgment, excellent organizational skills, and problem-solving abilities
• Ability to take initiative, work independently, multi-task, prioritize with minimal or no supervision and handle confidential information
• Must be able to anticipate needs and flex accordingly
• Demonstrated knowledge of medical terminology

Essential Tasks And Responsibilities

• May act as administrator for Trauma Services SharePoint site.
• Actively participates in all Trauma Services staff meetings, PI initiatives, and trauma designation/re-verification activities.
• Formats policies, procedures and evidence-based practice guidelines created by Trauma Services staff, using various software programs.
• Collaborates with the Trauma Program Director, Trauma Medical Director, and PR Department in the development of Trauma Services marketing tools.
• Ensures all hospital and department policies pertinent to the clinical care of trauma patients or trauma operations are reviewed and revised on a regularly scheduled basis as defined by the hospital and ACS.
• Maintains safety and integrity of the department by identifying issues, submitting work orders and monitoring repairs.
• Maintains Trauma Services personnel files and TACS surgeons’ required CME, licensure and regulatory documentation for ACS.
• Manages calendars for the Trauma Program Director, Trauma Medical Director and TACS surgeons with proficient use of automated calendar management tools. Expect high appointment volume and regular changes to appointments.
• Coordinates and/or supports the coordination of educational programs carried out by the Trauma Services department.
• Supports coordination of regional activities conducted by the Trauma Services department.
• Takes initiative to reschedule standing and/or requested meetings to resolve schedule conflicts. Uses independent judgment and discretion when scheduling multiple appointments throughout the day to prevent delays in travel time or negative effect on punctuality.
• Plans and prepares materials and information needed for meetings, including reports, charts, graphs and other visual aids.
• Prepares agendas and handouts, takes minutes, and maintains necessary records for all trauma-related meetings. Performs follow-up clerical procedures between meetings.
• Serves as first line of contact for customers, employees, and vendors. Proactively works to investigate and resolve issues and concerns with customers, employees, vendors and other contacts. Redirects as necessary and/or escalates issues as appropriate.
• Manages department’s office supply inventory, staying within defined budget parameters. Provides budget recommendations for office equipment and supplies.
• Screens and routes calls to appropriate area, takes and distributes messages, returns phone calls as appropriate, and manages email communications as directed.
• Receives and distributes mail. Screens, prioritizes and routes incoming documents. Exercises discretion when handling sensitive and confidential material.
• Maintains an up-to-date, accurate, organized filing system.
• Provides departmental support for all PI and Quest activities. Creates and updates visual management tools and standard work documents.
• Assists with onboarding and orienting new employees to the department.

Physical Demands

• Weight Lifted: Up to 20 lbs, Occasionally 0-30% of time
• Weight Carried: Up to 20 lbs, Occasionally 0-30% of time
• Vision: Moderate, Occasionally 0-30% of time
• Kneeling/Stooping/Bending: Occasionally 0-30%
• Standing/Walking: Occasionally 0-30%
• Pushing/Pulling: Occasionally 0-30%
• Intensity of Work: Frequently 31-65%
• Job Requires: Reading, Writing, Reasoning, Talking

Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals. NGHS: Opportunities start here. Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.