Department
02250 GCMG Piedmont OBGYN: Ballantyne - Obstetrics/Gynecology
Status
Full time
Benefits Eligible
Yes
Hours Per Week
40
Schedule Details/Additional Information
Full time Office Coordinator for the Ballantyne location
Pay Range
$22.50 - $33.75
Major Responsibilities
Ensures the continued efficient and effective operation of the department.
- Ensures the timely completion of work and or projects as requested by the Director and Supervisory Staff.
- Maintains an effective working relationship with other staff, utilizing discretion and a high degree of collaboration. Identifies, resolves and/or recommends resolutions to office and/or operations related problems.
- Implements departmental and systemwide policies/procedures as needed.
- Updates and maintains procedure book for Center/Department/Division.
- Prioritizes and directs short and long term activities and work assignments of Department/Division.
Maintains the daily schedule for the Directors appointments and coordination of calendar.
- Answers and screens phone calls.
- Sets appointments as needed.
- Makes travel arrangements as required.
- Meets daily to discuss calendar and appointment book.
- Opens and responds to mail.
- Works with other centers to schedule and coordinate meetings for Directors.
- Assists in orientation of new associates to Department and Supervisory Staff.
- Arranges for visits including coordination of trip, lodging, along with special lunch/dinner arrangements, arranges for guest speakers and other special events, as requested.
Responsible for all correspondence relating to the Director of the Center.
- Composes correspondence as necessary.
- Coordinates and conducts research projects. Gathers information for others as requested
- Takes and transcribes dictation, via shorthand or tape.
- Types protocols, memos, letters, weekly, monthly reports.
- Compiles and analyzes materials for reports and prepares reports as requested.
- Photocopies materials as needed or required, maintains confidentiality of all such materials.
- Coordinates the filing of journals and articles as requested.
- Takes action upon all mail, correspondence received.
Responsible for handling/tracking of miscellaneous funds and supplies.
- Maintains inventory and stock levels of supplies for Center.
- Coordinates upkeep and repair of office equipment, copier, fax, computers, etc.
- Uses Excel to track funds
Coordinates Center/Department meetings and others as needed.
- Orders refreshments for meetings and conferences, schedules rooms, orders media equipment as needed.
- Takes minutes at all Center/Department meetings and other meetings as requested.
- Distributes agendas and minutes on a regular basis.
Assists Center Director to manage operating budget, equipment needs, software needs, etc.
- Monitors expenses. Reviews monthly budget reports.
- Provides statistical data and records for division expenses to Operations Manager.
- Conducts yearly reviews of Center/Department/Division needs (i.e. computers, software etc.) and makes recommendations to Operations Manager and Division Director.
- Reconciles variances as requested.
- Works with outside vendors that provide functional services to Centers/Departments.
Establishes and maintains file system for the Center/Division/Department.
- Coordinates hard copy filing system/confidential records.
- Maintains and updates computer files and is responsible for the upkeep of related software programs.
- Performs statistical typing and formats, complex tables and graphs as requested.
Performs other duties and special projects as assigned by Director, Center/Division/Department and others within the Department.
Education/Experience Required
High school diploma or equivalent. Associates degree or equivalent experience plus 3 to 4 years office experience. Good computer skills in Excel, Powerpoint, Microsoft Word.
Knowledge, Skills & Abilities Required
Strong communication and organization skills.
- Accurate 65 wpm typing preferred.
- To be able to handle an “on the spot situation” or know who to call to get assistance.
Physical Requirements And Working Conditions
N/A
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.
Our Commitment To You
Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:
Compensation
- Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
- Premium pay such as shift, on call, and more based on a teammate's job
- Incentive pay for select positions
- Opportunity for annual increases based on performance
Benefits And More
- Paid Time Off programs
- Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
- Flexible Spending Accounts for eligible health care and dependent care expenses
- Family benefits such as adoption assistance and paid parental leave
- Defined contribution retirement plans with employer match and other financial wellness programs
- Educational Assistance Program
About Advocate Health
Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.
- Assures the efficient management of the office practice on a day-to-day basis by performing a variety of tasks.
- Coordinates the day-to-day operations for both the patient services activities (clerical) and the patient care activities (clinical).
- Provides on-site direction to the staff if the practice manager is not on-site. Collaborates with physicians and other health care disciplines to assure optimal patient care.
