Administrative & Clerical Careers at Lifespan

Administrative Coordinator - Cardiology Job

Job Number: RIH17439

Job Title: Administrative Coordinator - Cardiology

Department: Cardiology Administration - 1012900

Facility: Rhode Island Hospital

Location: Providence, RI

Work requires in addition to the skills normally obtained through High School, one year of formal secretarial/business education or its equivalent. Medical terminology may also be required. Interpersonal skills to effectively interface with Hospital personnel and persons from outside the Hospital such as vendors, patients, etc., and to direct the activities of a subordinate administrative assistant team. Analytical ability to search records, interpret materials and prepare a variety of reports and documents. Written and oral skills to prepare and review a variety of reports, documents, correspondences and to effectively communicate policies and procedures. Ability required to operate a dictation machine and related equipment. Organizational ability to prioritize and assign work, and to develop and maintain records and filing system. Proficient computer and typing skills to prepare a variety of reports, documents and correspondence. Ability to exercise considerable independent judgement, requiring knowledge of department policies and procedures.

Coordinates the efficient flow of work through an assigned area of responsibility. Prioritizes and assigns work to subordinate administrative assistants, reviews work for accuracy, grammar, punctuation, completeness and format. Provides functional guidance regarding clerical operations, policies and procedures of the department. Interviews prospective employees, recommends selection, completes performance appraisals, recommends corrective action up to and including termination and recommends salary adjustments where appropriate.
Maintains supervisor’s calendar without prior clearance. Schedules meetings and appointments, arranges travel accommodations. May prepare agendas, gather pertinent data for dissemination and attend meetings to take, compose, transcribe and distribute minutes. Answers telephone and receives visitors. Ascertains needs, establishes priorities and investigates background material. Responds to those inquires within the level of responsibility and authority, relaying other calls to the appropriate individual. Prepares and maintains a variety of reports and documents (often of a confidential nature) requiring file search, interpretation and compilation of data (i.e. budget reports, billing, grant proposals, time sheets, etc.) May prepare statistical analyses or other reports requiring compilation, tabulation and/or display of data. Composes rough and final drafts of memos, correspondence and reports utilizing knowledge of situation. Signs routine correspondence in own name. May coordinate information in order to prepare department newsletter, designs and prepares cover letter, forms, etc. Completes a variety of typing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc., which may require knowledge of medical terminology. May take transcribed dictation. Maintains appropriate records for budgetary purposes. Establishes, maintains and revises as necessary records and filing systems, often handling highly confidential materials such as budget, payroll, patient and personnel data. Proposes changes in work procedures to more effectively coordinate flow of work through area of responsibility. Records and monitor expenditures against budget, alerts supervisor of possible areas of concern. Maintains inventory and orders office supplies at own discretion, but according to knowledge of usage patterns and within established guidelines. Prepares and follows up on purchase orders. May perform library research to secure materials or guide supervisor to appropriate source and to prepare bibliographies on a given topic. May maintain departmental resources library. Performs clerical duties using such equipment as calculator, copy machine, word processor, typewriter and transcription equipment. Opens, sorts and distributes mail. Answers routine requests, maintains payroll administration for personnel, processes requests for checks and expense vouchers.
Performs duties of subordinate administrative staff due to absence or if workloads require. Performs other duties as assigned.