Operations Coordinator- Ophthalmology

Children's National Hospital - Washington, DC

Full-time - Mid Level

Washington, DC

Hospitals

About the position

The Operations Coordinator for Ophthalmology plays a crucial role in providing analytical and project management expertise within the assigned department. This position involves performing various administrative, clerical, and secretarial tasks with minimal supervision, ensuring the smooth operation of daily activities. The coordinator will be responsible for addressing ongoing operational issues, providing administrative support to the Director and/or Managers, and leading or participating in the planning, directing, and implementation of various projects. Additionally, the role includes assisting in the development, monitoring, and implementation of a cost-effective budget, as well as coordinating and monitoring payroll, schedules, and non-clinical systems. In this position, the Operations Coordinator will coordinate and schedule office appointments, meetings, and conferences with other departments and external customers. They will also be responsible for managing communications, including answering phone calls, distributing messages, and maintaining the integrity of office documentation. The coordinator will actively participate in project teams, ensuring accurate documentation of meetings and follow-through on action items. Furthermore, they will analyze operational projects using internal and external data sources and report findings to management and team members. The role also encompasses operations and systems management, where the coordinator will develop and implement systems to audit non-salary expenses, maintain filing systems, and manage relevant databases while ensuring compliance with hospital policies. They will contribute to the development of policies and procedures that enhance the effective functioning of the unit and prepare data related to performance improvement initiatives. The Operations Coordinator will also play a part in human resources activities, including the orientation of new employees, maintaining employee time cards, and coordinating staffing schedules. Overall, this position is integral to enhancing operational efficiencies, improving customer service, and supporting the overall mission of the department.

Responsibilities

• Provide analytical and project management expertise for assigned areas.
• Perform various administrative, clerical, and secretarial tasks within the assigned department under little supervision.
• Responsible for 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.
• Coordinate and schedule office appointments, meetings, and conferences with other departments and external customers.
• Lead, facilitate, and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.
• Analyze operational projects 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.
• Explore new methods of improving operations; work with management team to gain acceptance and support implementation efforts.
• Complete travel arrangements and travel reimbursement requests.
• Develop and implement systems to audit non-salary expenses, including capital equipment and supplies.
• Maintain filing system, office supplies, and equipment; prepare requisition orders.
• Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records.
• Prepare all data related to Performance Improvement (PI) for each unit; submit data to Hospital PI as requested.
• Establish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required.
• Develop and participate in projects to enhance operations; assist 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 improve customer service.
• Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.
• Participate in the orientation of new employees and assist with training of existing staff in new systems and technology.
• Maintain and process employee time cards and attendance records; submit staff payroll according to existing payroll practices and procedures.

Requirements

• Bachelor's Degree (Required)
• 3 years of related and progressive experience, preferably in the healthcare field (Required)
• Excellent customer service skills required.
• Strong analytical, organizational, interpersonal, and customer service skills required.
• Ability to prioritize, delegate, and manage multiple responsibilities.
• Proficient with Microsoft Word and Microsoft Excel skills.
• Ability to create PowerPoint presentations.
• Demonstrates advanced knowledge of office and clerical skills.
• Access Database skills preferred.

Nice-to-haves

• Experience in healthcare administration or operations management.
• Familiarity with performance improvement methodologies.
• Knowledge of budgeting and financial management in a healthcare setting.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Flexible scheduling options.
• Professional development opportunities.