Administrative Coordinator

Lifespan - Providence, RI3.6

Full-timeEstimated: $59,000 - $80,000 a year
Under the supervision of the
department director this position is responsible for overall clerical
functions of the Lifespan Rehabilitation
Services. Provides training
programs and functions as customer advocate in a responsive and proactive
manner. These responsibilities include
but are not limited to patient processing scheduling and file room services. Functions as the primary service advocate
for outpatient services by working with key department personnel to address and
resolve customer complaints. The
position is responsible for all outpatient clerical processes for the RI
Hospital and Hasbro Children�s Hospital Rehabilitation Services.

Interviews hires and
supervises trains and evaluates clerical support staff in the support services
cost center. As appropriate takes
necessary corrective action including recommending discharge of staff. Ensures staff is properly trained in
functions including development and maintenance of effective customer
relations maintenance of patient confidentiality. Ensures that established policies are
observed; provides for training as new policies/procedures/technology are

Works with the department
director and Managers to establish overall quality of clerical services and the
uniformity of clerical processes throughout the RIH and HCH Outpatient Rehab
Services. Evaluates the day-to-day operational dynamics of the sections with
respect to efficiency of staff and quality of services. Uses resources and
makes changes as needed to optimize these resources as measured against demands
for timely high-quality services. Recognizes operational and staffing issues
early in their development and takes timely and appropriate corrective action.
Establishes appropriate priorities to resolve problems in the division and
updates and advises the department director on how these situations are or may
be addressed. Functions as the primary
service advocate for outpatient services by working with key department
personnel to address and resolve customer complaints.

Evaluates the performance of
directly assigned staff and sets performance standards for the clerical
employees in each section in conjunction with evolving department philosophies
and expectations and initiates effective employee counseling while supporting
the basic HR related procedures. Works to resolve employee grievances using
union contract and Rhode Island Hospital HR policies for guidance.

Prepares daily work schedules
for directly assigned staff assuring adequate coverage always; adjusts
schedules as necessary because of anticipated/emergent staff shortages in a
timely manner that supports evolving department and hospital HR policies the
union contract for guidance. Tracks
employee attendance and takes appropriate action when these attendance policies
are not followed.

Prepares and maintains various
records including attendance records productivity reports payroll records
and the like.

Regularly reviews work in
progress to ensure activities accomplished are done so accurately and in timely
manner; functions as resource person to others to clarify/resolve problems
encountered by staff.

Ensures that office equipment
utilized in responsibility is properly maintained; arranges for
repair/replacement as necessary.

Helps evaluate and
investigates new technology such as automated systems work modification etc.
that may provide for more effective and efficient workflow.

As necessary performs functions
of subordinate group; may assist Business Manager and/or Clinical Managers with
special projects that are needed to improve operations or implement new

Solicits input as needed from
Managers regarding performance of the section�s clerical staff to provide
feedback during performance evaluations.

Exercises independent
thinking and functions as the principle advocate for private physicians their
office staff and for patients to resolve clerical problems.

Helps develop and updates
policies as needed regarding clerical operations for the overall Department.

Works with department
information systems personnel to implement changes in processes and / or makes
modifications that will improve operations especially regarding Lifechart
LifeImage PACS and other informatics programs.

Conducts employee orientation
for new staff members develops and implements in-service training programs for
incumbent staff to help assure consistency of process consistency of service
and overall quality of clerical services. Works with the Learning Center to
develop new training programs as defined by the department.

Works with department billing
personnel to help assure proper information is entered to support proper
revenue cycle processes.

Other information:
Associates Degree required
with training in personal computers and large-scale information systems is

Possesses sufficient overall
knowledge of associated functions to effectively plan direct and evaluate
work of clerical workers.

Possesses sufficient
interpersonal and communication skills to train and coach staff regarding
current or new processes and demonstrate sufficient maturity and experience to
demonstrate how effective customer relations can improve overall customer

Must have sufficient
analytical skills to evaluate effectiveness of workflow make recommendations
for change by collecting and analyzing management reports.

Three years of supervision in
a related field able to demonstrate sufficient maturity focus and insight
that will provide a high-level leadership to employees.


This position is directly
responsible for approximately 15 FTEs.

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.

Location: Rhode Island Hospital USA:RI:Providence

Work Type: Full Time

Shift: 1

Union: Non-Union