Office Administration Coord job in Olney, MD | MEDSTAR HEAL...

Office Administration Coord
MEDSTAR HEALTHOlney, MDInvalid date


  • Job Summary


    • Oversees and coordinates all administrative matters relating to financial and personnel operations for an assigned department. Provides administrative support to Hospital Chairman, Vice Chairman and Lead Physician Assistant. Provides practice management support to physician and physician assistant group.


  • Minimum Qualifications


    • Education/Training


      • Associates degree, or an equivalent combination of formal administrative support training and experience.



    • Experience


      • 3 years of progressively more responsible job related experience.



    • License/Certification/Registration


      • Commission as a notary public in the District of Columbia and/or Maryland within one year of employment.

      • No special certification, registration or license required.



    • Knowledge, Skills & Abilities


      • Basic computer skills. Excellent verbal and written communication skills.



  • Primary Duties and Responsibilities


    • Assists in care and maintenance of departmental equipment and supplies. Reviews orders of supplies from other members of the department. Prepares payment vouchers for goods and services received by the department. Acts as liaison with Purchasing Department, Accounts Payable, and Payroll.

    • Assists with development and preparation of various reports and schedules under the direction of the Chairman, Vice Chairman, Lead PA, Administrative Director or other department professionals.

    • Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards and safety standards. Complies with governmental and accreditation regulations.

    • Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Handles, screens, and prioritizes all telephone calls and correspondence directed to the supervisor. Reviews, prioritizes, and distributes interoffice and external mail. Provides assistance and direction to callers, visitors and staff as required.

    • Develops and implements policies and procedures relating to the administrative functions of the department.

    • Investigates and resolves problems. Takes initiative to determine appropriate action and resolution of various day-to-day matters, issues and projects within scope of authority. Exercises independent judgment with respect to real and potential problems and brings such matters to the attention of appropriate party with recommended action, when appropriate.

    • Maintains calendar and appointment schedule for the Chairman, Vice Chairman, Lead PA. Performs secretarial duties, prepares correspondence through dictation, composes written material, including letters or memo, using a word processor and/or typewriter, and proofreads material.

    • Maintains current knowledge of technical, IT, computer and business skills and developments. Communicates relevant information to the work group.

    • Maintains files for the Chairman, Vice Chairman, Lead PA and any applicable division files. Organizes and retrieves information on an ongoing basis. Attends designated committee/management meetings and takes minutes. Distributes correspondence and handles follow up related to the meetings as required. Assures that confidential information and activities are handled discreetly and classified information is safeguarded. Organizes, schedules and confirms meetings and/or conferences. Reserves conference rooms and equipment, selects and orders refreshments/meals, and composes meeting notices and correspondence. Ensures timely distribution of correspondence.

    • Manages the collection and disbursement of statistical information related to the department for the purpose of evaluation, control, and planning.

    • May assist in the coordination, processing, and maintenance of applications, verification of credentials, department orientation and/or other administrative activities for the physician group. Participates in department planning and development including preparation and justification for staff and equipment.

    • Participates in multidisciplinary quality, safety and operations and service improvement teams as appropriate. Participates in meetings, serves on committees and represents the department and hospital/facility in community outreach efforts as appropriate.

    • Performs other duties as assigned.

    • Prepares, and maintains department expenditure reports for tracking including vouchers, purchase orders, payroll, and financial forms necessary for operations. Assists in the preparation and monitoring of budgets for office expenses.

    • Relates to peers, supervisor and customers on a daily basis effectively. Handles all personnel-related activities for the department, including assisting leadership with the physician and physician assistant employee evaluations, employee physicals, tuition assistance, property receipts, and employee requisitions.

    • Serves as departmental liaison with internal departments and with external vendors.







About MedStar Health

MedStar Health is dedicated to providing the highest quality care for people in Maryland and the Washington, D.C., region, while advancing the practice of medicine through education, innovation and research. Our 30,000 associates and 5,400 affiliated physicians work in a variety of settings across our health system, including 10 hospitals and more than 300 community-based locations, the largest visiting nurse association in the region, and highly respected institutes dedicated to research and innovation. As the medical education and clinical partner of Georgetown University for more than 20 years, MedStar is dedicated not only to teaching the next generation of doctors, but also to the continuing education and professional development of our whole team. MedStar Health offers diverse opportunities for career advancement and personal fulfillment.

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