Administrative Coordinator-BHU

Job Summary :

Serves as the administrative support staff to the unit and Leadership team. Provides clerical and administrative which includes but not limited to typing, filing and variety of office duties as assigned.

Essential Functions and Responsibilities :

• Ability to organize and coordinate workflow of BHS department.
• Coordination of activities within and on behalf of Behavioral Health Services
• Maintain established department and organization policies / procedures.
• Maintain interpersonal and communication skills necessary to effectively communicate and work with clients, staff and community agencies.
• Familiar with government, accreditation and other regulations / requirements related to BHS.
• Organizational ability with efficient time management skills
• Organizes meetings for BHU leadership including distributing materials, arranging refreshments and recording / transcribing minutes.
• Schedule interviews of potential candidates for behavioral health techs and licensed staff.
• Coordinate new hires with Human Resources, Information Services, the Education department and other departments as needed.
• Composes letters and memoranda from verbal direction. Proofs materials for errors.
• Prepares and distributes monthly staff meeting minutes within (5) business days.
• In the absence of the hospital administrative coordinator / scheduler, assumes responsibility in scheduling for the inpatient unit.

Ensures adequate workflow and unit 24-hour coverage, and collaborates with BHS nurse manager and Charge RN to maintain adequate staffing.

• Maintains web copies of nursing licensure for appropriate staff.
• Establishes and files employee information ensuring confidentiality.
• Maintain confidentiality of all information related to staff and clients.
• Maintains current address and phone listing of current employees.
• Maintains current status of employees’ department and organization competencies.
• Completes / follows up on work orders for Inpatient units as requested by appropriate staff.
• Orders supplies for inpatient and outpatient areas. Demonstrates an awareness of cost containment. and conservation of facility supplies and equipment.
• Opens and routes incoming mail timely. Distributes correspondence and other material to department staff.
• Coordinate FOID status completing required discharge documentation.
• Daily monitoring of absent and tardy employees.
• Maintain attendance records and report violations to Director / Manager.
• Adheres to staffing and scheduling policy.
• Coordinates VP, Director, and Nurse manager’s schedule; arranges appointments and meetings.
• Keeps major job performance skills current. New methods are quickly learned and integrated into job responsibilities.
• Enhances professional growth and development through participation in educational programs.
• Participates and promotes activities regarding Quality and Process Improvement.
• Follows chain of command resolving any issues or problems identified.
• Maintains an active role in maintaining customer service.
• Establishes collaborative relationship with physicians and other members of the health care team.
• Supports and demonstrates the organization mission and philosophy through self-example.
• Prepare chart information; conduct chart auditing as required; assist in preparing charts for discharge.
• Generate Reports specific to Billing, LOS, DOS, Admission and Discharges.
• Prepare minutes of meetings for BHS.
• Coordinate the Maintenance according to the procedures.
• Coordinate the Catering of services for events of meetings and other forums.
• Maintain the ordering of all supplies for units including the ordering of Materials Management.
• Maintain tracking of Compliance records and tracking of Risk Management for all staff.
• Assist in Ordering of Snacks for BHS.
• Performs all other duties as assigned.

Minimum Qualifications :

Education

High School diploma or equivalent.

Experience

Minimum of two years’ experience in a professional office environment or hospital setting.

Certifications, Licenses, and Registrations

None

Skills and Abilities

• Must be able to communicate orally and in writing, in person and telephonically.
• Demonstrated ability to maintain high a customer service experience.
• Promotes harmonious relationships among the health care team and internal / external customers.
• Familiar with medical terminology; ability to work independently with minimum supervision.
• Working knowledge of Microsoft Office Suite (Word, PowerPoint, Excel).
• Strong computer and organizational skills.
• Ability to operate standard office equipment.

Physical Demands :

• Ability to lift up to, but not limited to 20 pounds
• Requires bending, stooping, and walking
• Requires good body mechanics to prevent injury
• Requires reaching with hands / arms

FLSA Statement :

This position is classified as non-exempt under the Fair Labor Standards Act (FLSA). Employees in non-exempt positions are entitled to receive overtime pay for any hours worked over 40 in a workweek in accordance with state and federal regulations.

EEO Statement :

Touchette Regional Hospital is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws.

This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.