Office Coordinator

1 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. LicensesCertifications Req Pref Select LicensesCertifications Enter Additional LicensesCertifications 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 2 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. •Computer Skills 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. •Customer ServiceAssist with Other Duties 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. •Data Entry & Report Preparation Enters data (Charge Entry)in a timely manner, ensuring that all information is accurate •Information Distribution Distributes daily staff out email to all personnel including management team. Maintains computer data information accurately and timely. •Meeting Scheduling 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. •Office Maintenance 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 officeclinic 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 •Performs other duties as assigned. Other Requirements Essential: Emergency ResponseRecovery 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 andor the employee's department's emergency response andor 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: Physical Requirements Physical Requirements NA 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. X 3 Physical Requirements Physical Requirements NA Rarely Occasionally Frequently Constantly Fine manipulation and flexionextension and pinching: right, left, or both hands X Hear X Use a keyboardmouse X KneelSquat 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; andor 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, andor operation of machines (including inspection); using measurement devices; andor assembly or fabrication parts at distances close to the eyes. The worker is required to have close visual acuity to operate motor vehicles andor 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 materialsconditions X Potential allergensirritants Noise Exposure 4 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 andor collect for services rendered to patients) Operations (need access to perform duties in support of patient care and to maintainadministrate 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 hisher 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 andor HR partner are available to discuss them with me. 5 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.

Created: 2025-03-02