Admin/Operations Coordinator Jobs

Company Description

Renowned as the academic flagship of the University of Maryland Medical System, our Magnet®-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care. Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing. Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won’t find a more vibrant place to work!

General Summary

Under limited supervision, facilitates departmental and organizational operations. Assists in the planning, development and coordination of projects within the departments of Patient Care Services. Responsibilities include assisting with operationalizing project plans by gathering appropriate information, identifying and collaborating with key stakeholders, and synthesizing information. Prepares documents and various materials, responds to correspondence, maintains filing systems, and prepares basic statistical data and reports.

Principal Responsibilities And Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Ensures timely completion of biweekly timekeeping activities in compliance with UMMC policies. Monitors and maintains staff schedules; reviews and verifies employee records, transfers payroll hours as directed and informs Manager of any discrepancies.
• Monitors department compliance reports to ensure adherence to established hospital, departmental, and unit-based policies, procedures, and objectives. Specifically, monitors employee health related requirements, employee evaluation completion, licensure, and certification. Assists managers in monitoring quality, safety, and environment of care reports, as necessary.
• Synthesizes data, analyzes outcomes, and prepares reports for ongoing process and outcome review. Compiles and reviews financial and/or statistical data for the departmental units.
• Performs bookkeeping functions or other financial information monitoring. Monitors expense accounts and assists with projections and preparation of financial summaries. Identifies and resolves anomalies.
• Liaises with vendors, third party agencies and outside consultants. Interacts with relevant departments to coordinate and process relevant paperwork. Submits expenditure requests and/or vendor invoices as required.
• Supports managers and directors in collecting and evaluating financial and statistical data for departmental units. Recommends solutions for small, less complex problems. Coordinates special projects in conjunction with the manager.
• Works independently to develop work plans to fulfill organizational objectives. Uses critical thinking to evaluate the most effective methods for tracking deadlines, critical steps and project progress.
• Analyzes Kronos and ANSOS patterns and collaborates with Managers to effectively institute necessary process changes. Generates time and attendance reports routinely.
• Assists in project planning for the development and implementation of various projects. Works with the manager on scope identification, preparing project budgets, tracking project progress/completion deadlines, and communicating with team members. Assists in preparing written documents associated with the project planning.
• Enters charges into STAR billing system in a timely and accurate manner following established policies and procedures. Compares amounts to source documents and provide charge reconciliations. Investigates discrepancies.

Qualifications

Education & Experience

• Healthcare related experience preferred.
• Bachelor’s Degree in Business, Finance, Accounting, Health Care Administration, or a related field required OR Equivalent years of work experience may be substituted for education on 1:1 basis.

Knowledge, Skills And Abilities

• Proficiency in standard computer applications including MS Office suite applications (graphics, database, word-processing, and presentation software), use of related peripheral equipment, and the ability to learn project-related software.
• Ability to understand, analyzes, synthesize and manage highly complex information.
• Critical thinking and time management skills is a must. Ability to work effectively and improvise when approached with immediate deadlines and unprompted changes to project plan.
• Ability to work collegially within complex systems, take initiative to appropriately identify resources, and maintain a mature and professional working environment. Sensitivity to internal political issues and confidentiality are required.
• Knowledge of business terminology, spelling, punctuation and grammar.
• Strong interpersonal communications and team building skills.
• Highly effectively oral and written communication skills are required in order to work with diverse levels of management and clinical staff, both inside and outside of the organization.