Administrative Coordinator - Physician Group

Ranked #1 for Safety, Quality and Patient Satisfaction, Jupiter Medical Center is the leading destination for world-class health care in Palm Beach County and the greater Treasure Coast.

Outstanding physicians, state-of-the-art facilities, innovative techniques and a commitment to serving the community enables Jupiter Medical Center to meet a broad range of patient needs. Jupiter Medical Center is the only hospital in Palm Beach, Martin, St. Lucie and Indian River counties to receive a 4-star quality and safety rating from the Centers for Medicare & Medicaid Services (CMS).

Education

• High School Graduate or Equivalent
• AA/AS degree in business related area is preferred

Experience / Qualifications

• Two (2) or more years specialized training in the Administrative Assistant area.
• Must be detail oriented, and able to communicate politely and effectively, display personal initiative, exercise good judgment, and maintain high ethical standards/corporate compliance.
• Ability to multi-task in a fast-paced environment, establish priorities and maintain flexibility.
• Excellent communication skills both verbally and in writing.
• Knowledge of essential general office procedures.
• Knowledge in scheduling multiple calendars.
• Proficient use of all office machines – fax, copier, scanner, digital recording devices.
• Proficient use of Microsoft Office – Word, Excel, Outlook, and Power Point.
• Database and Internet experience required.

Position Summary

The Administrative Coorindator provides administrative support to the JMCPG Leadership team. The responsibilities of the position require personal qualities and interpersonal skills necessary for effective relationship-building with a variety of customers, including executive team, and members of the public. 

• Evaluating and directing internal and external customer and vendor calls.
• Managing, scheduling appointments and meetings for multiple leaders.
• Timely sorting and routing incoming and interoffice mail.
• Assist with data entry projects, surveys, tax filings and audit requirements.
• Organizing and maintaining files, policy and produre manuals, and other office information.
• Compiling data and submitting bi-monthly Productivity Reports.
• Taking, transcribing and distributing agendas and minutes for vaious meetings.
• Assist with the coordination of all physician candidate interviews
• Create candidate offer letters and physician employment agreements (new/renewals)
• Dissemination of communications
• Manages JMCPG project lists and timely deliverable
• Processes vendor invoices
• Processes 1099 physician payments
• Keeps JMCPG Org Chart Updated
• Keeps Physician and APP directories updated
• Tracks expiring contracts and update Ntracts.
• Meet and greet incoming visitors and directing them to the appropriate department staff.
• Maintain conference room meeting schedule, assist with equipment preparation for presentations, ordering office supplies and monitoring inventory, follow-through with office environmental and maintenance repair calls.
• Accurately distributes correspondence and answering of routine correspondence, establishes priorities and maintains flexibility, keeps schedule and appointments calendar,
• Coordinate’s travel, maintains confidentiality of all information,
• Coordinate’s meetings, and/or retreats.
• Performs other duties as assigned.

Team Member Competencies

Establishing Relationships

Builds effective networks, working relationships, and alliances in order to collaborate effectively within department and organization.  Can relate to all kinds of people regardless of background; find topics and common interests that can be used to build rapport with others.

Peer Support

Provides guidance and feedback to help others strengthen knowledge/skills needed to accomplish tasks, solve problems, and perform effectively within the team. 

Inspiring and Motivating Others

Fosters commitment and cohesiveness by facilitating cooperation and working as a team within the organization toward goal accomplishments.  Work well with others, build consensus, and ensure cooperation to complete tasks and positive workflow. 

Demonstrating Emotional Intelligence

Exercises self-leadership, self-awareness, and self-regulation; manages emotions so that they are expressed appropriately; leads others by showcasing adaptability, empathy, and social skills.

Acting with Integrity

Interacts with others in a way that is seen as direct and truthful; ensures confidence in individual and organizational motives and representations.  Acts in a way that is consistent with personal and organizational values by keeping confidence, promises, and commitments.  Clearly states goals and beliefs; informs people of their true intentions, does what they say they will do; follows through on commitments.

Being a Champion for Change and Innovation

Supports people in their efforts to try new things.  Things creatively, generates novel and valuable ideas and uses these ideas to develop new or improved processes. Accepts new ways of doing things and adapts to change.

Communicating Effectively

Speaks and writes clearly, conveys information in a concise, organized, and logical manner.  Is adept at tailoring the message to fit the interests and needs of the audience.  Listens attentively and exercises tact, discretion, and diplomacy when interacting with members of the department and organization.

Promoting Diversity and Inclusion

Treats all people with dignity and respect.  Demonstrates an open-minded approach to understanding people regardless of their gender, age, race, national origin, religion, ethnicity, disability status, or other characteristics.  Challenge’s bias and intolerance.  Develops all-inclusive groups in the realms of social interaction and communication.  Shows respect for the beliefs of others; encourages and promotes practices that support cultural diversity; discourages behaviors or practices that may be perceived as unfair, biased, or critical toward people with certain backgrounds.

Physical Requirements

Requires sitting for long periods of time, also stooping, bending, standing, and stretching. May require lifting up to 20 lbs. Must have manual dexterity for typing and computer data entry. Able to work under a stressful environment, work independently, capable of making sound decisions, be detail oriented, alert, and self-motivated. Ability to push/pull up to 40lbs., carry and lift up to 20lbs.

Threshold Requirements

• These threshold requirements are required and completed yearly basis
  • Annual Joint Commission mandatory education requirements, in-service and health requirements including attendance at new employee orientation
  • TB/PPD Surveillance Program
  • Maintenance of required professional licensing and/or certification(s).

This is not necessarily an extensive list of all responsibilities, skills, duties, requirements, or working conditions associates with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or require that other or different tasks be performed when circumstances change. I have reviewed these job requirements and verify that I can perform all essential functions of this position.