Office Coordinator (Union AMB)

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Job description

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Job Description

JOB INFORMATION

Job Code: Q4621

Job Title: Office Coordinator (Union AMB)

FLSA Status: Non-Exempt

Cost Center: Blank

JOB SUMMARY

As an integrated part of the department/unit, this position provides coordination of departmental/unit clerical duties and

activities. Offers support in coordinating and maintaining files and data activities in an efficient manner.

JOB QUALIFICATIONS:

Education

Req Pref Degree Field of Study Education Details

X High school or equivalent

Additional Education

Check here if experience may substitute for some of the above education and describe how.

Work Experience

Req Pref Work Experience Experience Level

X 2 years Experience in a secretarial role.

X Experience in customer service field.

X Experience with data entry and statistical analysis.

X Experience with Kronos timekeeping system.

Knowledge, Skills and Abilities

Req Pref Functional Skills

X Excellent working knowledge and skills in Microsoft Office programs including MS Word, Excel, and PowerPoint

X Demonstrate excellent customer service behavior.

X Demonstrates excellent verbal and written communication skills.

Licenses/Certifications

Req Pref Select Licenses/Certifications Enter Additional Licenses/Certifications

X Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire

and maintained by renewal before expiration date. (Required

within LA City only)

JOB ACCOUNTABILITIES

• 1. Communication Skills

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JOB ACCOUNTABILITIES

• a) Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a

professional manner.

• b) Take detailed messages, determine urgency of calls, and forward them to the appropriate staff member.

• 2. Computer Skills

• a) Type and proof various documents (e.g., correspondence, reports, charts, minutes of meetings, hospital policies,

etc.).

• b) Create spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired

information.

• c) Maintain computer records and files as needed.

• d) Design, develop and produce PowerPoint presentations for special events or committee meetings.

• e) Must be able to use business format for letters and assure grammatical accuracy.

• 3. Customer Service

• a) Greets and assists patients/visitors by providing them with the information needed, contacting appropriate staff

members to assist them, or taking messages for the staff.

• b) Demonstrates outstanding telephone etiquette.

• 4. Data Entry & Report Preparation

• a) Enters data in a timely manner, ensuring that all information is accurate.

• b) Prepares reports for committee meetings and other hospital departments/services.

• 5. Information Distribution

• a) Maintains computer data information accurately and timely.

• b) Assures confidentiality of information.

• 6. Meeting Scheduling

• a) Coordinates meeting dates and times with all participants.

• b) Arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.

• c) Attends meetings and types minutes of meetings as requested.

• 7. Office Maintenance

• a) Completes copying, collating and coordinating materials in an orderly manner.

• b) Maintain files for the General filing system.

• c) Picks up and delivers mail to and for nursing managers/directors.

• d) Provide a file system that allows for easy retrieval of information.

• Performs other duties as assigned.

Other Requirements

Essential: Emergency Response/Recovery Essential Mandated Reporter

In the event of an emergency, the employee

holding this position is required to "report to

duty" in accordance with the university's

Emergency Operations Plan and/or the

employee's department's emergency response

and/or recovery plans. Familiarity with those

plans and regular training to implement those

plans is required. During or immediately

following an emergency, the employee will be

notified to assist in the emergency response

efforts, and mobilize other staff members if

needed.

A mandated reporter who in his or her professional

capacity has knowledge of, or reasonably suspects

a person who is under the age of 18 years, elderly,

or a dependent adult has been the victim of abuse

or neglect must report the suspected incident.

The reporter must contact a designated agency

immediately or as soon as practically possible by

telephone or in writing within 36 hours. By virtue

of the associated job duties, this position qualifies

as a mandated reporter as required by state law

and USC's policy at:

(url removed)

Physical Requirements

Physical Requirements N/A Rarely Occasionally Frequently Constantly

Balance X

Bend X

Climb X

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Physical Requirements

Physical Requirements N/A Rarely Occasionally Frequently Constantly

Crawl X

Feel: Perceiving attributes of

objects, such as size, shape,

temperature by touching of skin,

particularly that of fingertips.

X

Fine manipulation and

flexion/extension and pinching:

right, left, or both hands

X

Hear X

Use a keyboard/mouse X

Kneel/Squat X

Machinery: Heavy Machinery, hand

tools, high voltage equipment

X

Power grasping: right, left, or both

hands

X

Reach (above shoulder) X

Reach (below shoulder) X

Repetitive motion X

Simple grasping: right, left, or both

hands

X

Sit X

Communicate effectively (typically

through speaking)

X

Stand X

Travel (including local travel) X

Twist, turn or tilt: neck, waist X

Walk X

Produce written product X

Unassisted

Weight

Carry Light (0 - 24 lbs.)

Lift Light (0 - 24 lbs.)

Pull Light (0 - 24 lbs.)

Push Light (0 - 24 lbs.)

Visual Acuity Requirements

The worker is required to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a

computer terminal; and/or extensive reading. Though these tasks are typically performed via close, visual acuity,

reasonable accommodations would allow an employee with a disability to accomplish the same task without using vision.

The worker is required to perform an activity that typically requires close visual acuity, such as visual inspection involving

small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or

assembly or fabrication parts at distances close to the eyes.

The worker is required to have close visual acuity to operate motor vehicles and/or heavy equipment.

The worker is required to have close visual acuity to determine the accuracy, neatness, and thoroughness of the work

assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures

(i.e., security guard, inspection, etc.)

Environmental Conditions

Confined Space

Outdoor Exposure

Extreme temperatures

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Environmental Conditions

Vibrations

Potentially hazardous materials/conditions

Potential allergens/irritants

Noise Exposure

Access to Protected Health Information

No access to patient protected health information

Access to general patient information (e.g. census lists, room lists)

Access to patient clinical information and records (e.g. medical records)

Access to patient financial information and records (e.g. billing records)

Access to administrative information and records containing patient information

Treatment (need to access to provide direct clinical care)

Payment (need access to register, charge, bill and/or collect for services rendered to patients)

Operations (need access to perform duties in support of patient care and to maintain/administrate the hospital)

Other

Patient Populations Served

Age Specific Population:

Young Children: 2 to
Older children: 4 to
Adolescent: 14 to
Young Adult: 18 to
Middle Adult: 40 to
Older adult: 65 to
Geriatric: > 75 years

No direct patient contact under normal circumstances

Specialized Population:

Bariatric

Cystic Fibrosis

Transplant

Orthopedic

Surgical patients

Dialysis

Oncology

Other:

No direct patient contact under normal circumstances

Blood-borne Pathogen Exposure

Category I Job usually involves contact with patients or patient specimens. Exposure to blood, body fluids, non-intact

skin or tissue specimens, is possible.

Category II Job may expose employee occasionally or in emergency situations to blood, body fluids, non-intact skin or

tissue specimens.

Category III Job does not involve exposure to blood, body fluids, non-intact skin or tissue specimens. Employee does not
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