Medical Administrative Coordinator

Overview

JOB SUMMARY: 

The Medical Administrative Coordinator, reporting to the Medical Services Manager, is responsible for coordinating and providing support to the Fairweather Medical personnel in the field as well as to the Fairweather Medical Department overall. The primary goal of this position is to ensure efficiency and effectiveness within the department and to assist with day-to-day operations.

Responsibilities

ESSENTIAL FUNCTIONS:

• Assist Human Resources and Medical Program Manager with recruiting.
• Creating and maintaining credential files.
• Maintaining contact lists.
• Tracking of medical staff credentialing, licenses, CMEs and updating files accordingly.
• Assist with schedule coordination- requests, changes, and revisions.
• Assist with timesheet collection and verification from field employees.
• Flight coordination- reservations, cancellations, notifications, logistics.
• Communicating with medical staff and clients on and off-site; secondary to the Program Manager.
• Marketing – creating advertisements, PowerPoint presentations, mail-outs, and brochures.
• Event planning and coordination.
• Creating and maintaining medical forms and informational handouts.
• Perform other tasks as needed.

CORE COMPETENCIES:

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values- Understand, embrace, and integrate Fairweather values into everyday duties and responsibilities.
• Customer Services – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Teamwork – Resourceful team player who builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.
• Safety and Security – Promotes a safe work environment for co-workers and customers.

JOB SPECIFIC COMPETENCIES:

• Use discretion with sensitive information and confidential correspondence.
• Ability to work with personnel from numerous departments at varying seniority levels; establish working relationships and demonstrate excellent interpersonal skills.
• Work independently, collaboratively in teams, and diverse and unfamiliar settings.
• Ability to write reports, business correspondence, and procedure manuals; effective oral and written communication skills.
• Maintain and exhibit high organizational standards.
• Exhibit flexibility in working situations.
• Effectively establish priorities, work independently, and manage multiple projects simultaneously under strict deadlines.
• Ability to solve problems and deal with ambiguity and a variety of variables in situations where only limited standardization exists.
• Ability to apply common sense understanding and interpret a variety of instructions furnished in written oral, diagram, or schedule form.
• Demonstrate comprehension in reading and verbal instructions and scheduling.
• Proficient in the use of Microsoft Suite and possess in-depth working knowledge of its applications.
• Knowledge of how to operate general office equipment.
• Ability to work in cross-functional roles when necessary and take on tasks ranging from low-level to challenging/beyond the comfort zone.

Qualifications

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent (GED)
• One (3) or more years’ experience working in a health care administrative (or similar) position
• Excellent verbal and written skills

PREFERRED QUALIFICATIONS:

• Post-secondary education in business administration or the health care field preferred.
• Experience with human resource functions, such as recruiting and onboarding.

WORKING CONDITIONS:  The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds.

WORKING ENVIRONMENT:  The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS:  The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions]. 

REASONABLE ACCOMMODATION:  It is Fairweather’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. 

This job description does not constitute an employment agreement or contract, implied or otherwise, other than an “at-will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.