Office Coordinator- Case Management & Social Work

The Case Management and Social Work team at UVM Medical Center is hiring for an Office Coordinator to join their team!

JOB DESCRIPTION:

The Office Coordinator is responsible for coordinating and directing the activities of a business or medical office. The incumbent is responsible for monitoring the budget and coordinating the general workflow and efficiency of the office.

JOB ACCOUNTABILITIES:

Oversees office procedures to ensure the smooth operation of a department or medical office.

• Develops policies and procedures related to workflow and ensures they are followed.

• Resolves technical and administrative problems within area.

• Reviews invoices and approves bills for payment.

• Supervises the timekeeping and payroll process; reviews work schedules; is familiar with overtime practices and monitors overtime use.

• Maintains an awareness of FAHC's Policies and Procedures as they apply to the department and its employees.

Acts as primary support person to department leaders.

• Prepares correspondence, coordinates special functions, projects and presentations.

• Takes minutes at department meetings and distributing appropriately.

• Produces reports and statistical data as needed.

• Maintains appointment calendars of department personnel; prioritizes matters requiring immediate attention.

• Prepares and distributes meeting agendas.

• Coordinates conference rooms, AV equipment, and food and beverage requirements.

• Confirms appointments as directed.

• Networks with relevant agencies and outside contacts to establish and maintain mutually beneficial relationships; renews professional and association memberships.

• Coordinates and executes projects particular to the department. Prioritizes assignments and assumes responsibility for such projects.

• Organizes travel arrangements such as hotels, airline reservations, rental cars, etc.

Performs office support functions.

• Provide specialized clerical/secretarial assistance to subordinate staff.

• Oversees the sorting, dating, and distribution of incoming mail.

• Oversees outgoing inter-office and USPS mail, ensuring appropriate postage, packaging, insurance, and pickup.

• Deals with shipping vendors, tracking accounts and expenses as necessary.

• Develops and maintains filing systems for routine office work as well as special projects; supervises the filing of documents, patient records, etc. Informs department personnel of changes to filing procedures.

• Ensure that files are regularly purged of outdated and unnecessary documents.

• Maintains an inventory of office supplies; makes additions and deletions to the standard inventory.

• Verifies delivery of ordered products; processes returns; tracks costs.

• Performs other duties as assigned.

EDUCATION:

Must possess an Associate Degree in Business Services or equivalent experience.

EXPERIENCE:

Experience in an office environment sufficient enough to demonstrate advanced skills and abilities.