Administrative Support Coordinator

Location:

The Administrative Support Coordinator assists the Office Manager by overseeing the daily tasks of the administrative staff, ensuring adherence to office policies and procedures, and helping to solve operational issues as they arise. The role involves managing administrative tasks, guiding team members, and supporting the Office Manager in overall office administration.

REQUIREMENTS

• Strong leadership and team management abilities.

• Excellent communication and interpersonal skills.

• Proficiency in office management systems, scheduling software, and patient management systems.

• Ability to multitask and solve problems efficiently in a fast-paced environment.

• Familiarity with healthcare or dental office procedures is a plus

Key Attributes:

• Leadership: The ability to lead by example, provide support, and motivate team members.

• Problem Solver: Quick thinker, able to resolve daily operational issues without supervision.

• Detail-Oriented: Ensures that all tasks are completed accurately and within deadlines.

• Communicator: Serves as a liaison between the administrative team and the Office Manager, fostering effective communication.

Team Leadership and Supervision:

• Supervise and provide direction to the administrative staff, ensuring that duties such as scheduling, patient check-in, check-out, and billing inquiries are handled efficiently.

• Serve as the go-to person for administrative team members when they have questions or need support.

• Help train new administrative staff members and ensure they are well-integrated into the team.

• Monitor performance and productivity of the administrative team and provide feedback or escalate concerns to the Office Manager.

Daily Operations Oversight:

• Ensure that all front-desk activities, including patient interactions, appointment scheduling, and record-keeping, are running smoothly.

• Assist the Office Manager with developing and implementing office procedures to optimize efficiency.

• Help troubleshoot issues with office technology, including scheduling software and phone systems.

Patient Relations:

• Support the front desk team in providing exceptional customer service by resolving patient concerns or escalating them to the Office Manager when necessary.

• Help ensure patient wait times are minimized, and coordinate with clinical staff to manage patient flow.

Scheduling and Coordination:

• Oversee appointment scheduling to ensure the office schedule is managed efficiently.

• Ensure proper coverage of administrative duties by coordinating schedules, time off requests, and back-up plans for absent staff.

• Assist with the coordination of meetings and office events.

Reporting and Communication:

• Provide regular updates to the Office Manager on the status of administrative operations and any issues that arise.

• Communicate new policies or procedural changes from the Office Manager to the administrative staff and ensure compliance.

• Prepare reports or data summaries as requested by the Office Manager.

Problem Solving:

• Act as the first point of contact for resolving administrative or operational issues, including workflow bottlenecks or patient complaints.

• Escalate more complex issues to the Office Manager for further resolution.

Support Office Manager:

• Assist the Office Manager with budgeting, inventory management, or procurement as needed.

• Help manage the hiring and onboarding process for new administrative staff.

• Ensure compliance with office policies, legal guidelines, and HIPAA regulations.

Other duties as assigned

Reporting Structure:

• Reports to: Office Manager

• Supervises: Administrative/Front Desk Staff

Compensation & Benefits:

• Guaranteed Hourly Rate $18-22 hourly

• Paid Vacation & Paid Holidays

• 401k Program: with matching contributions

• Benefits: (offered at 30 hours or more)

• Competitive health, dental, and vision plan

• Life Insurance and Disability Insurance

• Flexible Schedules

FLSA Status:

We are an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, genetic information, protected veteran status, disability status or other legally protected status. We will make reasonable accommodations for qualified individuals with disabilities unless doing so would result in an undue hardship.

Completion of this form is voluntary and will only be used to report on candidate demographics. Nothing contained in this form will be accessible or used in hiring or other employment decisions. Information provided will be recorded and maintained in a confidential file for reporting purposes only.