Coord Administrative KAL in Kalamazoo, Michigan at Beacon Health System

Administrative Coordinator Radiology Services SWMI:

Reports to the Director, KAL SWMI Radiology. Under minimal supervision performs a variety of administrative and coordination responsibilities. Responsibilities include data entry, greeting visitors, setting up appointments, filing, record keeping, bookkeeping, department infrastructure project management, and many others as described below.

Scope: Supports the following Radiology sites in SWMI: Beacon Kalamazoo, Beacon Dowagiac, Beacon Plainwell, Beacon Allegan, Beacon Health Park, Beacon Woodbridge, Beacon Richland, Beacon Orthopedics. Beacon Surgical Services and Cardiac Cath Lab are also supported with fewer responsibilities.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs a variety of administrative support functions to support department needs by:

• Receiving telephone calls, greeting visitors and providing routine information as necessary.
• Operating standard office equipment and utilizing word processing, spreadsheets (Microsoft Excel) and graphics software programs to prepare a variety of items (i.e., correspondence, forms, charts, statistical tables, records, change orders, check requests, purchase orders, transmittals, financial reports).
• Assisting the Director/Manager by gathering information, preparing spreadsheets and providing any other additional follow-up to ensure completion of projects.
• Contacting contractors and vendors to request work to be done or to follow up on the status of an order, the timeline for receipt and/or completion and following up until completed or received. Coordinating between user groups and contractors for projects, repairs, etc.
• Issuing and tracking Contractor badges, keys and access swipe cards.
• Preparing files, records, charts, etc.; also making labels, indexing, gathering required standard information and posting information.
• Receiving, sorting and distributing interoffice and outside mail; also photocopying various materials and making miscellaneous deliveries as requested.
• Also searching for and obtaining reports, charts, copies, etc. to complete files.
• Assisting in the day-to-day monitoring of contractor services.
• Maintaining the filing system (for example, filing, retrieving and delivering records, charts, etc.) as needed.
• Processing and tracking invoices for operating and capital expenditures. Follow up and reconciliation of invoices with Accounts Receivable and Payable as well as vendors.
• Assisting department staff in the day-to-day operation, maintenance, and timecard approval of the Beacon System timecard system.
• Attending in-services and conferences as approved.
• Assisting Director/Manager and Participating in continuous quality improvement by identifying areas of opportunity and initiating the necessary actions.
• Coordinating efforts with Manager to monitor and report on all key Performance indicators
• Maintaining current knowledge of location of relevant departments of the hospital.
• Assists in securing access for all applications for new employees.
• Completing other job-related assignments and special projects as directed.
• Appropriately maintaining the integrity and confidentiality of the patient record.
• Work with Radiation Safety Officer to ensure staff in radiation-producing areas are assigned dosimeters. Facilitate ordering, distribution, collection and cancellation of dosimeters for all radiology sites. Review reports for ALARA levels with Radiation Safety Officer, communicate findings to appropriate management, and file electronically for future reference. During an NRC or State of MI inspection, obtain dosimeter records as requested.
• Prepare agenda, minutes and note pertinent information related to Radiation Safety Committee meetings. Coordinate scheduling and data collection as assigned.
• Coordinate the scheduling of Beacon Kalamazoo LEC rooms for use by departments and committees.
• Track FDA, ACR, IAC, NRC, and State of MI accreditations and registrations for all radiology sites. Timely submission of invoices, communication with governing entity regarding accreditation status, and distribution of required compliance certifications for display in each radiology work area.
• Keep Radiology Admin shared-drive current with essential records for easy reference and retrieval by radiology administration.

Provides administrative assistance to Director/Managers by:

• Maintaining executive's calendar, scheduling, and arranging meetings, conferences, appointments, etc.; and assuring a smooth flowing workday.
• Providing all pertinent data/material required for productive meetings, appointments and professional presentations.
• Preparing in final form from notes, dictation, rough draft, or general instructions, a variety of correspondence, forms, charts, statistical tables, and reports of a highly confidential and/or sensitive nature.
• Establishing and maintaining or directing the maintenance of record keeping and filing systems for the administrative office.
• Assisting in the processing of travel expense reimbursement reports.
• Gathering data and information, performing semi-complex calculations, and summarizing information or preparing reports as directed.
• Coordinating or participating in events and projects related to Director’s area of responsibility.
• Maintaining quality assurance program.

Project Management

• Assisting Manager/Director and department staff with project management responsibilities including coordination of project schedules and budgets. Assist in developing and establishing new departmental policies and procedures.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent. A minimum of three to four years of progressively more responsible experience (in order to gain knowledge of administrative and coordination procedures and develop organizational skills) is required.

Knowledge & Skills

• Demonstrates well-developed administrative and coordination skills. Also requires the ability to operate standard office equipment to meet the department's needs.
• Demonstrates proficiency in basic computer skills including data entry, word processing and spreadsheets (Microsoft Office). A working knowledge of database applications is desired.
• Requires a comprehensive understanding of Beacon Health System policies, procedures and operations in order to assume semi complex administrative assignments (i.e., arranging meetings, project work, answering routine and non-routine questions and assembling background information).
• Requires basic math skills and some knowledge of accounting fundamentals.
• Demonstrates the ability to be attentive to details, the analytical and organization skills necessary to work independently on projects and plan and prioritize one's workload, complete reports containing data from several sources and meet deadlines.
• Requires well-developed interpersonal and communication skills needed to interact and communicate effectively with a wide variety of internal and external contacts.
• Basic knowledge of applicable building codes, OSHA requirements, compliance requirements and any other applicable laws and regulations. Demonstrates basic knowledge of mechanical and electrical equipment and facilities management.

Working Conditions

• Works in office and mechanical room environments with some lifting and moving of materials.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.