Children's National Medical Center
Operations Coordinator- Ophthalmology
Children's National Medical Center, Washington, District of Columbia, us, 20022
Job Description - Operations Coordinator - Ophthalmology (240002AV)DescriptionProvide analytical and project management expertise for assigned area(s). Perform various administrative, clerical, and secretarial tasks within assigned CNHS department under little supervision. Responsible for the 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.QualificationsMinimum EducationBachelor's Degree (Required)
Minimum Work Experience3 years related and progressive experience, preferably in the healthcare field (Required)
Required Skills/KnowledgeExcellent customer service skills required.Strong analytical, organizational, interpersonal, and customer service skills required.Must have 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.Functional AccountabilitiesCommunications and Office AdministrationCoordinate and schedule office appointments, meetings, and conferences with other CNMC departments and external customers; answer, respond, take, and distribute messages of incoming phone calls; open and distribute mail and special delivery packages for Director and/or Managers; create productive relationships with key staff in identified departments.Lead, facilitate and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.Analyze operational projects (e.g., Hospital systems, benchmarking, research) 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; copy, file, distribute and retrieve faxes, reports, and other related documents.Explore new methods of improving operations; work with the management team to gain acceptance and support implementation efforts; communicate operational issues and progress toward goals to other members of the management team.Operations and Systems ManagementComplete travel arrangements and travel reimbursement requests.Develop and implement systems to audit non-salary expenses, including capital equipment and supplies; coordinate and maintain systems for an accurate and up-to-date unit census.Maintain filing system, office supplies, and equipment; prepare requisition orders, assist with the preparation of department financial budgets and variance reports; maintain and replenish office supplies and equipment; prepare and type purchase orders; complete and distribute standard office forms.Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures, and standards.Contribute to the development of policies, procedures, and systems that assure the effective functioning of the unit; assure that information for billing and reporting is accurate, consistent, and complete; produce and maintain management data related to operational needs and projects.Prepare all data related to Performance Improvement (PI) for each unit; submit data to Hospital PI as requested; work with managers to create systems to efficiently produce data reports; prepare graphs and charts for Director as requested; assist with research initiatives as directed; gather relevant articles from Literature Searches as requested.Environment/SafetyEstablish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required; maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.Survey unit structural appearance and institute repairs in concert with Managers.Ensure that staff has equipment needed to perform daily assignments.Project CoordinationDevelop and participate in projects to enhance operations; assist, as needed, 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 consistently improve customer service.Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.Human ResourcesParticipate in the orientation of new employees and assist with training of existing staff in new systems and technology; assist in hiring of support staff.Maintain and process employee time cards and attendance records; submit staff payroll according to existing payroll practices and procedures.Identify learning needs and develop a plan to enhance professional development and/or organizational goals; adhere to Department of Nursing requirements for required training; provide input for staffs' performance appraisals.Coordinate staffing schedules within unit specific guidelines.Coordinate administrative, clerical, and ancillary activities on the unit.Organizational AccountabilitiesAnticipate and respond to customer needs; follow up until needs are met.Demonstrate collaborative and respectful behavior; partner with all team members to achieve goals; receptive to others’ ideas and opinions.Contribute to a positive work environment; demonstrate flexibility and willingness to change; identify opportunities to improve clinical and administrative processes.Use resources efficiently; search for less costly ways of doing things.
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Minimum Work Experience3 years related and progressive experience, preferably in the healthcare field (Required)
Required Skills/KnowledgeExcellent customer service skills required.Strong analytical, organizational, interpersonal, and customer service skills required.Must have 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.Functional AccountabilitiesCommunications and Office AdministrationCoordinate and schedule office appointments, meetings, and conferences with other CNMC departments and external customers; answer, respond, take, and distribute messages of incoming phone calls; open and distribute mail and special delivery packages for Director and/or Managers; create productive relationships with key staff in identified departments.Lead, facilitate and/or participate actively on assigned project teams; ensure complete and accurate minutes; facilitate follow-through for action items.Analyze operational projects (e.g., Hospital systems, benchmarking, research) 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; copy, file, distribute and retrieve faxes, reports, and other related documents.Explore new methods of improving operations; work with the management team to gain acceptance and support implementation efforts; communicate operational issues and progress toward goals to other members of the management team.Operations and Systems ManagementComplete travel arrangements and travel reimbursement requests.Develop and implement systems to audit non-salary expenses, including capital equipment and supplies; coordinate and maintain systems for an accurate and up-to-date unit census.Maintain filing system, office supplies, and equipment; prepare requisition orders, assist with the preparation of department financial budgets and variance reports; maintain and replenish office supplies and equipment; prepare and type purchase orders; complete and distribute standard office forms.Manage relevant databases and promote security of information; develop and maintain systems to ensure confidentiality and integrity of staff records in compliance with hospital policies, procedures, and standards.Contribute to the development of policies, procedures, and systems that assure the effective functioning of the unit; assure that information for billing and reporting is accurate, consistent, and complete; produce and maintain management data related to operational needs and projects.Prepare all data related to Performance Improvement (PI) for each unit; submit data to Hospital PI as requested; work with managers to create systems to efficiently produce data reports; prepare graphs and charts for Director as requested; assist with research initiatives as directed; gather relevant articles from Literature Searches as requested.Environment/SafetyEstablish unit/environment surveillance systems, ensure problems are resolved and prepare unit safety report as required; maintain unit compliance with the fire and safety standards in collaboration with the Safety Committee.Survey unit structural appearance and institute repairs in concert with Managers.Ensure that staff has equipment needed to perform daily assignments.Project CoordinationDevelop and participate in projects to enhance operations; assist, as needed, 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 consistently improve customer service.Assist Director in the preparation of manuscripts for submission for publication and assist with Department Grant Applications.Human ResourcesParticipate in the orientation of new employees and assist with training of existing staff in new systems and technology; assist in hiring of support staff.Maintain and process employee time cards and attendance records; submit staff payroll according to existing payroll practices and procedures.Identify learning needs and develop a plan to enhance professional development and/or organizational goals; adhere to Department of Nursing requirements for required training; provide input for staffs' performance appraisals.Coordinate staffing schedules within unit specific guidelines.Coordinate administrative, clerical, and ancillary activities on the unit.Organizational AccountabilitiesAnticipate and respond to customer needs; follow up until needs are met.Demonstrate collaborative and respectful behavior; partner with all team members to achieve goals; receptive to others’ ideas and opinions.Contribute to a positive work environment; demonstrate flexibility and willingness to change; identify opportunities to improve clinical and administrative processes.Use resources efficiently; search for less costly ways of doing things.
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