Emergency Services Office Coordinator

Primary Function:

Reporting to the Emergency Department Director, the Emergency Services Office Coordinator is an integral member of the leadership team. This individual draws from a diverse, well-developed skill set to ensure optimal team organization and efficiency. Functions as a crucial link between frontline clinical staff and department leadership. Prioritizes open, effective communication with the entire ED team. Pursues excellence on a daily basis to elevate the quality of services provided to internal and external customers. Contributes to the delivery of outstanding patient care. A strategic partner, trusted confidant, and professional problem solver.

Responsibilities:

• Manages own daily schedule and calendar as well as those of the ED leadership team. Schedules meetings, appointments, and events.

• Communicates with patients, staff, and other stakeholders on behalf of the ED.

• Coordinates with vendors and internal stakeholders to oversee the purchasing of supplies and services as needed.

• Manages electronic devices and videoconferencing/office equipment. Coordinates with the IT department and other stakeholders as needed.

• Maintains an organized filing system to ensure compliance with regulatory document retention requirements. Minimizes the number of physical records maintained by facilitating the conversion of paper documents to electronic storage.

• Partners with department management to produce and maintain staff schedules, award extra shifts fairly, and address staffing needs on a day-to-day basis. Shares responsibility for ensuring electronic schedules are updated and accurate at all times.

• Supports human resources functions within the department. Maintains electronic personnel records and facilitates the conversion of paper documents to electronic. Assists with processing changes in employment status, recruitment, and terminations.

• Functions as timekeeper for all emergency services personnel. Ensures staff are paid accurately and fairly. Maintains awareness of applicable incentives and differentials and ensures they are applied correctly. Prepares timecards for processing at the end of each pay period. Serves as primary contact for staff members’ inquiries regarding pay and promptly addresses any concerns they may have. Escalates concerns to the attention of appropriate department leaders as needed.

• Supports data collection and reporting functions.

• Collaborates with appropriate management contacts as well as applicable departments to address patient and family members’ concerns in a timely, respectful manner. Engages additional stakeholders as needed to capitalize upon opportunities to perform service recovery.

• Maintains and updates policies for the emergency department and assigned ambulatory services.

• Performs all other related duties as assigned.

Job Qualifications and Specifications

High school diploma required; Associates Degree preferred. At least one year of job-related experience required. Emergency department experience strongly preferred.

Required skills/traits:

· Impeccable organization and attention to detail

· Ruthless prioritization; able to effectively intercept distractions and help the team focus on the most pressing issues

· Excellent time management and strategic multitasking skills

· Outstanding communication skills, including proper email and phone etiquette

· Able to produce professional documents with due attention to branding, formatting, grammar, and tone.

· Above average Microsoft Office Suite skills

· Excels at building trust

· Able to remain calm and effective in stressful situations

· Discretion when dealing with confidential information and delicate situations

· Flexibility

· Reliability

Preferred skills/traits:

· Advanced technical skills (i.e., database management, utilizing pivot tables, simplified data visualization, advanced conditional formatting, data validation, implementing sparklines, advanced Excel charts, power pivot/power query, DAX functions, etc.)

· Advanced strategic and big-picture thinking

Care New England Health System (CNE) and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center—are trusted organizations fueling the latest advances in medical research, attracting the nation’s top specialty-trained doctors, and honing renowned services and innovative programs to engage in the important discussions people need to have about their health.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.