Operations Coordinator

$48,880 - $53,040/Yr

APR Consulting - Castro Valley, CA

Full-time - Entry Level

Castro Valley, CA

Administrative and Support Services

About the position

The Operations Coordinator position at APR Consulting, Inc. is designed to provide comprehensive secretarial and administrative support to the Department and Director within a healthcare setting. This role is integral to maintaining a customer-focused, service-oriented environment that aligns with the values of the hospital while ensuring confidentiality and compliance with all regulatory standards. The Operations Coordinator will be responsible for a variety of tasks that include greeting visitors, answering telephones, processing inquiries, and directing calls to the appropriate parties. They will also evaluate and take necessary actions regarding physician's orders, ensuring that patient care is prioritized and efficiently managed. In addition to direct patient interaction, the Operations Coordinator will run reports from the electronic health record system as directed by nursing staff and will coordinate patient transfers and discharges. This role requires meticulous attention to detail, as the Coordinator will be responsible for scanning documents into the electronic health record and tracking equipment such as Cisco phones. A significant aspect of the position involves supporting regulatory compliance, ensuring that Eden Medical Center maintains its accreditation and adheres to state and federal regulations. The Coordinator will compile department schedules, assist in staffing needs, and maintain accurate daily staffing records. The Operations Coordinator will also provide confidential administrative support to the Director, managing sensitive information such as personnel files and quality improvement records. They will maintain the Director's business calendar, track project deadlines, and coordinate meetings, including preparing agendas and recording minutes. Inventory management for departmental supplies and equipment repairs will also fall under their purview, along with payroll processing and onboarding new employees. This position requires a proactive approach to ensure that all administrative functions are executed efficiently and in compliance with healthcare regulations.

Responsibilities

• Greet all visitors and serve as the point of contact for patient and unit activities.
• Answer telephones, nurse calls, and process inquiries, directing calls as needed.
• Evaluate and take action on various factors associated with physician's orders.
• Run reports from electronic health records as directed and follow up appropriately.
• Coordinate patient transfers and discharges with nursing staff and communicate with relevant parties.
• Scan appropriate documents into the electronic health record during patient stays.
• Track and assign Cisco phones and other equipment as assigned.
• Support regulatory compliance to maintain accreditation and compliance with regulations.
• Compile department schedules and enter them into staffing programs.
• Assist in finding replacement staff for daily staffing needs and maintain accurate staffing records.
• Provide confidential administrative support to the Director, managing sensitive information.
• Maintain the Director's business calendar, track project deadlines, and coordinate meetings.
• Open and route incoming mail and distribute correspondence to staff.
• Make arrangements for meetings, prepare agendas, and record minutes.
• Inventory and order departmental and patient supplies as necessary.
• Arrange for equipment repairs and monitor costs for replacements.
• Prepare employee timecards and assist with payroll clarification.
• Onboard new employees and assist with compliance verification of licensures.

Requirements

• High School Diploma or equivalent education/experience.
• 6 months secretarial experience in a healthcare setting.
• Experience with payroll and scheduling software, Microsoft Office.
• Typing/word processing skills at 60 words per minute with 90% accuracy.
• 2 years secretarial experience in a healthcare setting (preferred).
• Strong working knowledge of medical terminology.
• Ability to speak, read, write, and understand English fluently.
• Excellent customer service skills.

Nice-to-haves

• Experience with KRONOS timekeeping and ANSOS scheduling software.
• Additional experience in a healthcare environment.

Benefits

• Competitive pay rate of $23.50 - $25.50 per hour based on experience.
• Opportunity to work in a reputable healthcare setting.
• Potential for contract extension based on performance.