Office Coordinator - Health Investment

We are looking for an Office Coordinator with the Health Investment department at Mission Hospital Regional Medical Center.

Location: Mission Viejo, California

Work Schedule: Full Time - 80 Biweekly Hours

Shift: 8 Hour Day Shift

Job Summary:

Under minimal supervision and according to general directions, position supports the Community Health Investment Department with diversified duties, to accomplish his/her role. Performs various administrative and secretarial duties such as composing materials for meetings, triaging confidential information, and maintaining departmental files. Schedules internal/external meetings. Uses direction and judgment when screening visitors and telephone calls, relaying confidential information, and planning and organizing workload in order to ensure established priorities are met. Provides support and management of various department projects including research, data analysis, presentation preparation and department reporting. Position provides administrative supports to the department volunteer/internship program.

Essential Functions:

• Support to Directors:

• Provides administrative support to Directors of Community Health Investment, including coordinating and maintaining calendars, meetings and tasks effectively and efficiently.
• Receives and screens visitors and telephone calls in a prompt and courteous manner.
• Composes correspondence and requested documents (e.g. agendas, minutes, department presentations, project reports and the like).
• Effectively plans, prepares, and coordinates materials and information for appropriate scheduling and organization of meetings, and assures appropriate accommodations and attendance.
• Participates in project meetings and maintains minutes, and provides follow-up to identified action items to assure project continues to move forward.
• In collaboration with Directors, develops agenda, reviews Directors’ information needs, prepares and distributes materials, takes meeting minutes upon request, and advises Directors and others relative to the cycle of reports due. Ensures timeliness and clarity of data contained in pre-meeting packets.

• General Office Operations:

• Performs related general office duties to maintain or improve office systems such as responding to phone calls and office inquiries, work orders, monitoring and ordering office supplies, collating and assembling documents, accepting and delivering inter-departmental correspondence in a timely manner.
• Assists department staff with daily workload and projects, as requested, including monthly review and tracking of department budget, following up on discrepancies and coordinates resolution, conducting financial analysis, and coordination of department meetings.
• Maintains and communicates schedule for HealthEd room and ensures room is maintained appropriately for meeting usage.
• Prepares meeting spaces with appropriate audio/visual and telephonic needs at various locations.

• Record Keeping & Storage

• Maintains record keeping systems in a complete, up-to-date, and accurate manner (i.e. correspondence, check requests, etc.)
• Maintains office documentation and records including timekeeping systems, personnel education files, Policies & Procedures, employee competencies, and the like.
• Recommends and oversees or implements appropriate changes in filing and record keeping systems in order to improve efficiency, productivity and cost effectiveness.

• Supports department volunteer/internship program.

• Develops and maintains comprehensive program, including initial correspondence, inquiry response and coordination to onboard into the department.
• Responsible for posting and responding to applicants in a timely manner
• Keeps track of department’s needs for volunteers/interns on a regular basis.
• Maintains volunteer hours & tracking system for Community Benefit reporting.

• Data Management

• Inputs, tracks and monitors data for the department and reports in a timely, accurate and organized manner.
• Prepares charts and tables for Community Benefit reporting purposes.
• Assists in the coordination and completion of the annual Community Benefit Report and the triannual Health Needs Assessment and Community Health Improvement Plan.
• Actively participates with community benefit software programs to keep reporting accurate and up-to-date per health system, state and federal regulations.
• Compiles and analyzes statistical data for various programs as requested.
• Acts as a knowledgeable resource for computer applications and software.

Skills:

• Ability to independently prioritize workload in a timely manner and function independently while meeting time constraints
• Strong skill-set in MS Office, and ability to learn/adapt to new technology solutions.

Position Requirements:

Education:

• Associate of Arts Degree

Experience:

• Three (3) years of administrative experience

Preferred Position Qualifications:

Experience:

• At least one (1) year experience in a healthcare setting

At Mission Hospital with locations in Mission Viejo and Laguna Beach, CA our core values of Compassion, Dignity, Justice, Excellence and Integrity translate into an environment where the welfare of our patients always comes before the bottom line. As a member of Providence Health System, we serve all of south Orange County.Mission Hospital Mission Viejo is a Level II Trauma Center and is the area's designated regional trauma center. We have Centers of Excellence in heart, maternity, trauma, breast care, spine, vascular, stroke and brain injury.Mission Hospital Laguna Beach provides local coastal communities with 24-hour emergency department services, medical/surgical services, behavioral health programs including inpatient and outpatient psychiatric and chemical dependency services and an outpatient eating disorder program.Mission Surgery Center performs approximately 4,500 annual surgeries and provides a safe and convenient outpatient setting. It is accredited by the Accreditation Association of Ambulatory Health Care.We've received two Beacon Awards for clinical excellence and in 2012 we received Magnet Designation which recognizes hospitals for top patient care, quality nursing and innovations in nursing and healthcare. We offer a collegial work environment with competitive salaries and benefits.Mission Hospital provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Mission Hospital complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Positions specified as “on call/per diem” refers to employment consisting of shifts scheduled on as “as needed basis” to fill in for staff vacancies.