Administrative Coordinator - Lowell, United States - LOWELL COMMUNITY HEALTH CENTER

Description

The Administrative Coordinator (AC) works collaboratively with the departmental management team to plan, direct, and coordinate daily operations.

The AC will work to improve the performance, productivity, efficiency and profitability of the departments through the provisions of effective methods and strategies.

The AC will be responsible for human resources management, budget management, payroll, quality reporting and trending, staffing, and process improvement using Lean methodology.

The AC will report to the Associate Director of Nursing (ADON), and work as a member of the management team with a primary responsibility for oversight of the daily administrative operations of the service line as well as the development and implementation of departmental strategies, policies and procedures.

DUTIES AND RESPONSIBILITIES:

Job Criteria and Performance Standards:
Accountability for Quality Management
Takes positive steps to ensure that the department and Health Center objectives are carried out.
Carries out established standards for quality patient care for his/ her area, continually striving to improve quality.
Maintains ongoing communication with staff and other resource personnel to enhance the quality of care.

Functions as an advocate and facilitator of quality patient care by maintaining effective working relationships with other health care providers for the express purpose of enhancing patient care.

Collects and analyzes quality data and reports to service line leaders.
Collaborates with departmental leadership to develop strategies in response to Quality outcomes and regulatory requirements.
Designs quality outcome presentations for staff.

Accountability for Unit Management
Responsible for managing staff schedules and daily staffing for the service line.

Participates in regular department meetings and conferences for an exchange of information and ideas on patient care, the department and Health Center issues.

Plays a key role in risk management by identifying actual and potential problems and makes recommendations on how to resolve them by positive interaction.

Supports compliance with TJC, DPH, HRSA and OSHA.

Accountability for Personnel Management
When necessary, assists the ADON with interviews.
Assists with the development of policy and procedures.
Manages and supports the administrative support staff.

Assists the ADON to ensure staff competency by providing positive feedback and/ or counseling on no less than an annual basis.

Utilizes hospital and nursing division policies as well as the department policies and contractual agreements in managing personnel.
Responsible for recommending disciplinary action pertaining to department staff.
Empowers staff to strive for continuous quality improvement individually and as a unit.

Provides support and assistance to all levels of Health Center personnel to help each employee reach his/ her growth potential in his/her present job.

Ensure ongoing professional growth.
As directed, participates in nursing, departmental, and organizational committees and events.
Attends annual in-services as per Safety and Department policies.

Responsible for following all organization and department policies and procedures in performance of all job duties to ensure a safe work environment for self and others.

Accountability for Fiscal Management
Management of the service line budget in coordination with the ADON and Charge Nurse.
Payroll management.
Develop and manage processes to manage supplies and equipment for the department.
Assists the ADON and Charge Nurse in keeping FTE's within allotted levels.
Makes recommendations and takes positive steps to keep the supply and expense budget on target.
Assists the ADON in the annual preparation of the capital expense budget.
Recommends and justifies new programs/ changes to the ADON.


GENERAL COMPETENCIES
ENVIRONMENT OF CARE (SAFETY)

Adheres to all safety principles in the performance of job functions as outlined in the Health Center Safety Program.
Uses all equipment in a safe manner.
Identifies and reports all safety hazards throughout the Health Center.
Reports injuries and accidents and/or errors to patients and visitors in a timely manner.
Completes and forwards an Incident Report when indicated.
Responds to fires and/or fire drills using the appropriate procedure.
Follows the No Smoking policy.
Manages waste and hazardous materials in the proper manner.
Uses the MSDS sheets when needed.
Performs appropriately in actual or simulated Internal Emergency Preparedness episodes.
Performs appropriately in actual or simulated External Emergency Preparedness episodes.
Uses proper body mechanics and lifting techniques.

QUALITY/PATIENT SAFETY/PERFORMANCE IMPROVEMENT

Strives to exceed Quality and Safety benchmarks quarterly and annually, as established from the Annual Operating Plan.
Abides by service, quality, safety and productivity standards.
Supports the implementation of improvements as indicated in the AOP. Assists to develop action plans as required.
In conjunction with the leadership team identifies problems/issues/risks and formulates effective solutions to mitigate them.
Participates in Performance Improvement activities such as Root Cause Analysis when appropriate and required.
Implements solutions borne out of a Root Cause Analysis when appropriate.
Leverages the Lean methodology to document and continually improve processes when applicable.


SECURITY
Assumes responsibility for a clean and safe work environment.
Wears one's Identification Badge at all times while at work.
Adheres to policies relating to computer security.

PATIENTS RIGHTS, CONFIDENTIALITY & ETHICS

Maintains patients' rights, privacy and confidentiality in all aspects of the job, including those relating to diagnosis and patient records.

Promotes and employs ethical actions at all times with patient's families and others.
Adheres to the policies and procedures of the Corporate Compliance Program.


SERVICE EXCELLENCE
Performs as a team member.
Demonstrates excellent customer service by conducting daily activities, communications and interactions in a cooperative, positive and professional manner.

COMPETENCY & PERSONAL DEVELOPMENT

Identifies and communicates learning, competency and personal development needs to the supervisor.
Actively identifies and participates in educational activities that meet one's educational needs, as approved by the supervisor.
Uses newly found knowledge and skills in one's role.

AGE RELATED COMMUNICATION & SAFETY

Communicates in a manner appropriate and respectful to the comprehension level of the patient and/or family.
Maintains a safe environment specific to the age group served.


INFECTION CONTROL
Follows standard of universal precautions and use of appropriate personal protection equipment.
Works to reduce the risk of health care acquired infections through compliance with current CDC hand hygiene guidelines.
Standard Precautions are utilized during patient contact and when handling contaminated materials, when necessary.
Is knowledgeable of and demonstrates compliance with all National Patient Safety Goals in preventing healthcare acquired infections.
Adheres to infection control and safety policies.


ATTENDANCE AND PUNCTUALITY
Maintains the responsibility for punctuality and attendance to ensure optimal operation of the department.
Meets Health Center attendance policy as defined in the Health Center policy manual.
When an unscheduled absence from work is necessary, the department is notified according to department policy.
Submits requests for vacation, days off, etc. in accordance with department policy.


EDUCATION AND RELATED EXPERIENCE:
Experience with managing employees
Knowledge and experience in performance improvement
Knowledge and skill in data collection and analysis
Information technology skills
Excellent computer skills
Excellent verbal and written communication skills
Demonstrated leadership in managing staff groups and projects or initiatives
Excellent interpersonal skills
Open to a collaborative work style
Excellent attention to detail and strong organizational skills

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