Coordinator - Perinatal Institute

DEPARTMENT: Perinatal Institute/ Newborn Care Associates

SUPERVISOR'S TITLE: Administrative Supervisor



PURPOSE OF POSITION: Coordination and administrative support for the NCA scheduling and credentialing. Serve as a resource for the daily operations of NCA clinical program.

·Program Coordination
Supports the coordination of work, schedules, activities, information, and processes. Supports NCA Program Coordinator in the process of creating and maintaining schedules for over 60 faculty, staff, and supplemental physicians at all hospital sites (presently 14). Enters and maintains call schedules and distributes schedules to appropriate recipients. Processes physician credentialing packages and coordinates completion with physicians. Tracks all credentialing timelines and assures completion meets all deadlines. Acts as a liaison between regional hospital staff, NCA business office and physician leaders with regard to appropriate documentation and procedural modifications. Coordinates and maintains area calendars. Coordinates and schedules all logistics related to the NCA and other related departments i.e. meetings, conferences, conference calls, and other appointments (Neonatology Division meeting and the NeoPeds meeting). Cross trained in other general departmental support positions and can provide coverage for these areas. Performs advanced library searches utilizing electronic resources. Independently resolves scheduling conflicts anticipating scheduling problems. Prioritizes tasks effectively to ensure efficiency. Seeks opportunity for process improvements.
·Information Systems
Uses software applications to create tables, charts, and forms. Creates or edits basic presentations. Uses electronic format to maintain schedules for multiple people. Maintains electronic files and folders. Understands the functions of software used in the department and uses this knowledge to organize information. Creates and maintains spreadsheets and databases. Produces graphs, charts, and reports from spreadsheets. Produces queries from databases and reviews data to look for variances. Uses graphics and presentation packages to create complex presentations and reports. Maintains web page content on SharePoint through content management system with direction from content editor. Effectively demonstrates skills related to the use of a variety of software and information systems. Seeks methods to increase efficiencies via system solutions.
Effectively demonstrates skills related to composition of documents. Produces well written notes, documents, or messages. Formats documents for final distribution. Takes meeting minutes and formats for final review. Electronically submits prepared documents. Composes and edits correspondence, reports, and proposals. Integrates data into a cohesive report.
Effectively demonstrates communication skills related to conveying information. Develop and maintain a congenial, professional relationship with physicians and all related hospital personnel. Researches information following well defined paths and responds to requests. Functions as a resource on department policy and processes. Troubleshoots in response to problems and poses solutions.

Skills & Competencies
Using time efficiently and productively; prioritizing multiple tasks properly to meet deadlines; recognizing time constraints and adjusting work schedule to address them.
Computer literacy sufficient to perform data entry and typing
Working cooperatively with others to achieve group goals; proactively adjusting one's style and efforts to complement those of others on the team; being pleasant, agreeable, and easy to work with; valuing group success as much or more than individual success
·Computer Proficiency
Proficiency in basic computer applications such as Microsoft Office (PowerPoint, Word, Excel), e-mail, and internet
Being open to change and considerable variety in work activities; effortlessly adjusting to new or changing situations and unexpected events; altering one's approach to tasks and projects with minimal loss of efficiency
·Independence and Teamwork
Ability to work autonomously, with independent judgment, as well as in a collaborative team environment.
Strong organizational and project management skills to handle projects independently.
·Professional Demeanor
Demonstrates an independent work initiative, sound judgment, diplomacy, tact and professional demeanor
·Communication - Advanced
Excellent verbal, written and interpersonal communication skills.

·Bachelor's Degree in a related field OR Equivalent

·Five years of health care experience