Office Coordinator

Job Description

JOB INFORMATION

Job Code : Q4600

Job Title : Office Coordinator

FLSA Status : Non-Exempt

Cost Center : Blank

JOB SUMMARY

As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in

coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department

staff.

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 related field.

Knowledge, Skills and Abilities

Req Pref Functional Skills

X Advanced proficiency with Microsoft Office applications and competent keyboarding.

X Excellent organizational skills, detail oriented with strong ability to multi-task.

X Customer Service skills including problem resolution and patient satisfaction.

X Ability to maintain confidential information.

X Familiarity with medical terminology.

X Knowledge of Client Centricity for patient appointments and familiarity with electronic medical records.

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

• Communication Skills

JOB ACCOUNTABILITIES

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

professional manner.

Responsible for functioning as a liaison between Internal Medicine and Access Center in regards to staff out daily coverage.

Responsible for generating daily exam room, staff, and physician assignment schedules.

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

Maintain computer records and files as needed.

Maintains staff out and HC2 Conference Room 1122 calendar via Outlook.

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

May design, develop and produce PowerPoint presentations for special events or committee meetings.

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

Work closely within department personnel, including management team, nursing staff, and physicians.

Greets and assists customers by providing them with the information needed, contacting appropriate staff members to

assist them, or taking messages for the staff .

May be responsible for scheduling patient's evaluation in a timely manner while accommodating patient's needs. This

includes but no limited to : laboratories, diagnostic testing and consultations as needed.

Enters data (Charge Entry)in a timely manner, ensuring that all information is accurate

Distributes daily staff out email to all personnel including management team.

Maintains computer data information accurately and timely.

Attends meetings as required and may type minutes of meetings as requested.

May be require to coordinates meeting dates and times with all participants.

May arranges for conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.

Maintain files for the General filing system.

Store old files and destroy confidential documents according to departmental policies.

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

Knowledgeable of office / clinic operations and able to cover for various staff when necessary.

May be requested to order and maintain office supplies; assist in care and maintenance of department equipment

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.

mandated reporter who in his or her professional

capacity has knowledge of, or reasonably suspects

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 :

https : / / policy.usc.edu / mandated-reporters /

Physical Requirements

Physical Requirements N / A Rarely Occasionally Frequently Constantly

Balance X

Bend X

Climb X

Crawl X

Feel : Perceiving attributes of

objects, such as size, shape,

temperature by touching of skin,

particularly that of fingertips.

Physical Requirements

Physical Requirements N / A Rarely Occasionally Frequently Constantly

Fine manipulation and

flexion / extension and pinching :

right, left, or both hands

Hear X

Use a keyboard / mouse X

Kneel / Squat X

Machinery : Heavy Machinery, hand

tools, high voltage equipment

Power grasping : right, left, or both

hands

Reach (above shoulder) X

Reach (below shoulder) X

Repetitive motion X

Simple grasping : right, left, or both

hands

Sit X

Communicate effectively (typically

through speaking)

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

X Confined Space

Outdoor Exposure

Extreme temperatures

Vibrations

Potentially hazardous materials / conditions

X Potential allergens / irritants

Noise Exposure

Access to Protected Health Information

No access to patient protected health information

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

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

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

X 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

dolescent : 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.

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

perform or help in Emergency medical care or first aid as a part of his / her job.

ACKNOWLEDGMENTS

The above statements reflect the essential and non-essential functions as necessary to describe the principle contents of the

job. They are not intended to be a complete statement of all work requirements or duties that may be required of the

position. I understand that I may be asked to perform other duties as assigned. USC reserves the right to add or change duties

at any time.

The University of Southern California is an Equal Opportunity Employer. USC prohibits discrimination on any basis protected

under federal, state, or local law, regulation, or ordinance or university policies. All employment decisions are based on

individual qualifications and business need.

I acknowledge receipt of this job description and its associated physical requirements. I have read and understand the job

description and job requirements and agree to abide by their contents. I realize that duties may be requested of me that are

not specifically stated herein. I understand that I will be expected to adjust to potential fluctuations in work volume. I

understand that, if I have any questions about the essential functions or expectations of my position, my supervisor and / or HR

partner are available to discuss them with me.

Print Employee Name Signature Date

Print Manager Name Signature Date

This job description describes the general nature and level of work required by the position. It is not intended to be an all [1] inclusive list of qualifications, skills,

duties, responsibilities or working conditions of the job. The job description is subject to change with or without notice, and

Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the

existing at-will employment relationship between the university and the employee occupying the position.