Department Coordinator IV

With great latitude and the expectation to exercise independent judgment; serves as the Department Coordinator to the Adult/Med-Surg/ED Social Worker Director, the Pediatric/OB-GYN/Gender Wellness Social Work Director and select Senior Social Workers. This position supports any administrative needs for the Guest Services Managers and the Associate Director of RN Acute Care Coordinators as well as the Manager of the Communications Center (as needed). Will serve as backup Administrative Assistant to the Senior Director of Social Work and the Administrative and Finance Directors of Social Work and Patient & Family Services. Essential to the position are strong communication, organization, computer, financial, detail, confidentiality and interpersonal skills, and the ability to make independent decisions when dealing with complex issues or concerns.

Responsibilities

Manage support for two Directors, one Associate Director, two Managers, and Director's staff as required; Coordinate staff training registrations and licensing payments; Coordinate events for all supporting departments and the Cancer Center Support Groups; Develop and design forms, reports, tables, flyers, PowerPoint presentation; Manage and track Patient Care Resources; Manage Telecommunication services (pagers, mobile phones, desk phones and voicemail) for staff under multiple accounts; Identify and recommend equipment needs, negotiate with vendors, and purchase equipment for projects/patient needs; Coordinate catering for different events and meetings; Coordinate and schedule candidate interviews for the different programs; Create, maintain and post Social Work On-Call Schedules, Peds/Perinatal weekend coverage schedules, and RN Acute Care Coordinators Team Schedules; Complete and ensure accurate F-3 Expense reports for staff reimbursements and upload them to Workday for payment distribution; Manage supplies and services for the outreach teams; Complete requisitions for 30-day parking (SPARK) passes; Ensure Patient Care Resources are fulfilled and proper documentation received for Audit purposes; Procurement card purchases for multiple departments and reconciles procurement card transactions in Workday; Manage, log and maintain data systems via Redcap for Child Protective Services (CPS); Log all CPS reports (LDSS-2221A); Produce quarterly and end of fiscal year reports; Maintain programmatic reports and statistical reports for CPS; Organize and file confidential CPS reports by month/year and retention; Provide coverage for Reception desks in Social Work and Care Management; Attend staff meetings as required; Serve as backup Administrative Assistant to Senior Director and Administrative and Finance Directors of Social Work and Patient & Family Services; Assist in coordination of events for Social Work and Patient & Family Services Programs

Requirements

Associate's degree and 3 years of progressively responsible experience in administrative support required; Or equivalent combination of education and experience; Excellent interpersonal/customer service skills, able to demonstrate consistently the ICARE behaviors, administrative support and process improvement; Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required; Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required; Ability to effectively communicate and interact, both verbally and in writing, with all people required

Nice to have

Intermediate knowledge of hardware and software functionality; Able to maintain a high level of confidentiality