OFFICE OPERATIONS COORDINATOR (93100790)

FLSA Status

Job Role Summary

The Office Operations Coordinator – SEMHC is responsible for providing administrative and operational support to leadership within Sandra Eskenazi Mental Health Center to include all eLearning system requirements. This involves scheduling, updating/managing documents to include policy and procedures, indexing records, providing reports, ensuring data integrity, and executing operational solutions while providing a high level of both internal and external customer service. The Office Operations Coordinator ensures staff and leaders have the tools and materials to perform their jobs effectively.

Essential Functions and Responsibilities

• Proactively contributes to Eskenazi Health’s mission: Advocate, Care, Teach and Serve with special emphasis on the vulnerable population of Marion County. Models Eskenazi Health values of Professionalism, Respect, Innovation, Development and Excellence 
• Responsible for managing the utilization of the e-learning system for Sandra Eskenazi Mental Health Center, including building e-learning modules as well as recording and tracking staff education in collaboration with the learning management system administrator
• Provides administrative support for Sandra Eskenazi Mental Health Center’s new hire orientation for employees, students, etc.
• Responsible for coordinating, supporting, and facilitation of Sandra Eskenazi Mental Health Center’s policy review committee and licensure committee meetings
• Monitors staff licensure, credentialing, ongoing educational and occupational requirements, and credentialing plans with a high degree of accuracy
• Assists staff with completion of forms necessary to obtain licensure and credentials as directed by the Ackerman Center director
• Routes, tracks and monitors policies to ensure policies are accurate, up-to-date, and reviewed by employees with a high degree of accuracy
• Assists with compiling and aggregating personnel records and data for regulatory reviews and compliance audits with a high degree of accuracy and timeliness
• Assists leadership in day-to-day coordination and management of business administrative activities
• Provides assistance and coordination regarding company meetings and events as necessary; this may include some or all of the following – scheduling, invitation, reservation and preparation of guest accommodations and the distribution and preparation of meetings
• Assists with background check monitoring and reporting to ensure compliance with regulatory requirements
• Assists with the coordination and execution of administrative tasks, as requested by other members of the administrative and leadership team, to ensure project delivery within allotted timelines 
• Distributes mail, responds to communications, and provides exceptional internal and external customer service
   

Job Requirements

• Bachelor’s degree in Business or Office Administration and two years of job-related, progressively responsible typing and administrative coordination experience with public contact is preferred; 
• Associate’s degree and four years of experience may be accepted in lieu of Bachelor’s degree; or 
• High school diploma or equivalent education and six years of experience may be accepted in lieu of Bachelor’s degree
   

Knowledge, Skills & Abilities

• General working knowledge of office administration
• Skills with standard office equipment
• Advanced Microsoft Office skills in Outlook, PowerPoint, Word and Excel; high degree of accuracy
• Professional telephone etiquette required for contact with employees, visitors, and health professionals
• Knowledge of general front desk procedural and protocol requirements
• Ability to prioritize work and devise own work patterns and methods for daily operations and critical thinking
• Ability to be flexible with changing priorities; ability to work effectively under time and work pressures
• Ability to follow directions and exercise good judgment
• Ability to work with minimal supervision
• Ability to communicate effectively in a tactful, courteous manner with patients, families, visitors, and health care professionals
• Ability to lift ten (10) to twenty (20) pounds
• Establish and maintain effective working relationships 
• Ability to be both clear and concise in written and verbal communications
• Ability to work cooperatively in a multidisciplinary team
• Ability to work effectively with a variety of individuals and organizations while maintaining a positive attitude
• Ability to apply problem-solving methodologies and techniques