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Senior Administrative Coordinator

3 months ago

Halifax, Nova Scotia, Canada Nova Scotia Health and IWK Health Full time
Position Overview

The Senior Administrative Coordinator plays a crucial role in providing exceptional administrative and organizational support to the Orthopaedic Division and its surgeons. This position is integral to ensuring smooth operations and effective communication within the team.

Key Responsibilities
  • Manage and maintain comprehensive filing systems while utilizing scheduling software to coordinate the surgeons' calendars.
  • Oversee the scheduling of patient surgeries, which involves collaboration with families and various departments.
  • Facilitate team communications and proactively address potential issues.
  • Develop and manage the master schedule for the Orthopaedic Care Team.
  • Coordinate travel logistics, including bookings and expense reimbursements.
  • Attend meetings, document minutes, and distribute them as necessary.
  • Handle correspondence and maintain records for medical billing processes.
  • Support academic and research initiatives through literature reviews and information retrieval.
  • Monitor and manage office supply inventory, placing orders as needed.
  • Contribute to discussions aimed at enhancing clinic efficiency and operations.
  • Prepare financial requisitions and manage petty cash transactions.
  • Perform dictation, word processing, and database management tasks.
  • Generate and track performance metrics as required.
  • Establish and uphold an organized office filing system, including the processing of mail.
Work Schedule

This position requires a commitment to a standard work week with eight-hour shifts from Monday to Friday.

Qualifications
  • High School Diploma or G.E.D. is mandatory.
  • Completion of a recognized medical office administration diploma program is essential.
  • A minimum of two years of relevant administrative experience is required, preferably in a healthcare setting.
  • Proficient in Windows, MS Office Suite, Adobe Professional, Outlook, and medical database applications.
  • Typing speed of at least 60 words per minute is necessary.
  • Successful completion of a medical terminology course is required.
  • Familiarity with office equipment and technology is expected.
  • Strong time management, analytical, and problem-solving abilities are essential.
  • Excellent organizational, communication, and interpersonal skills are required.
  • Self-motivated with the ability to work independently and collaboratively.
  • Attention to detail and a commitment to quality are crucial.
  • Ability to handle confidential information with discretion and professionalism.
  • Experience with computerized medical billing and scheduling systems is an asset.
  • Competency in additional languages, particularly French, is preferred.

This position is part of a bargaining unit, and preference will be given to current employees within the unit for unionized roles.