Office Coordinator - GVSU Family Health Center
Job Title: Office Coordinator - GVSU Family Health Center
Classification: C3
Department: Family Health Center
Updated: January 2019
Job Summary
Coordinates a variety of duties for a department/office in which discretion and judgment concerning the procedures to use or policies to follow are required
Responsibilities
Essential Functions:
- Disseminates information that may require explanation and interpretation of established university and GVSU Family Health Center policies and procedures, and directs individuals to sources for additional information.
- Receives information in various forms and determines the appropriate method of processing.
- Acts independently with delegated activities associated with inside and outside contacts (i.e. Goodwill, Dwelling Place, CHAP, GVSU and Ferguson apartments).
- Responsible for coordination/completion and the quality of clerical tasks associated with the smooth operation of the GVSU Family Health Center, including but not limited to the following:
- Greets and welcomes clients and visitors with courtesy to the GVSU Family Health Center.
- Supports information flow between the GVSU Family Health Center and Grand Valley State University to support operations.
- Manages schedule for client visits for nursing staff, including scheduling follow-up appointments.
- Manages referrals: schedules appointments with specialty offices and/or hospitals; directs clients to local agencies for continuation or coordination of care.
- Maintains logbook for sample medications.
- Requests client medical records from various health care providers.
- Photographs clients; downloads photos into the client’s electronic health record.
- Ensures client records are maintained securely.
- Receives incoming calls; provides service or routes on to appropriate resource.
- Opens and routes incoming mail and prepares outgoing mail, including bulk mailing.
- Orders office supplies and processes requisitions.
- Schedules meetings and luncheons; coordinated scheduling of GVSU Family Health Center conference room.
- Maintains vaccine inventory and coordinate with Michigan Children’s Immunization Registry.
- Responsible for coordination/completion and the quality of selected recordkeeping for the GVSU Family Health Center.
- Sets up and maintains client accounts.
- Secures proper signature authority for purpose of treatment, billing, and photographing clients.
- Collects payments from clients at time of visit.
- Verifies petty cash.
- Coordinated daily assignment/responsibilities of student workers.
- Participates in orientation/training manual for student assistants.
- Conducts special projects and assignments as directed.
- Assists with office compliance of OSHA.
- Committee responsibilities:
- Ferguson Renaissance Center Building Committee
Non-Essential Functions:
- None
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Preferred Qualifications:
- Some college course work.
- Higher education experience.
- Supervisory experience.
Supervision Received:
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands:
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.