OFFICE ADMINISTRATOR

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University of Maryland Medical System
Published
December 30, 2020
Location
Bowie, Maryland
Job Type

Description

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OFFICE ADMINISTRATOR

Job ID: 84492

Area of Interest: Clerical

Location: Bowie,MD US

Hours of Work: 8:00am-5:30pm

Job Facility: University of Maryland Capital Region

Employment Type: Not Indicated

Shift: DAY

What You Will Do:

POSITION SUMMARY Under the direction of a departmental manager, the Office Administrator coordinates and leads the day to day office functions, procedures and resources and provides training, guidance and feedback to subordinate administrative staff. Personally performs a variety of administrative tasks including processing of invoices; providing direct administrative support to department management, monitoring administrative processes and procedures for compliance to corporate policy; and collecting, compiling and analyzing information and preparing reports.

This position description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions expected of an incumbent. It is not an exhaustive comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.
Principle Duties
1. Manages the day-to-day operations of the department.
2. Ensures that proper staffing information, is obtained, verified, and updated on the daily staffing boards.
3. Manages the billing process of the staffing and contracts.
4. Handles questions, concerns, complaints, getting pertinent information and directing issue (s) to appropriate personnel for investigation and/or follow through and bring pertinent information to the attention of the department leadership.
5. Consistently assesses a situation from a variety of perspectives and considers alternatives and intervention to produce positive customer outcomes for patient, family, visitors, office staff and/or employees.
6. Provides direct and confidential administrative and operational support to the Director.
EMPLOYEE RECEIPT
Signature: ________________________ Printed Name:__________________________ Date:_________
POSITION SUMMARY Under the direction of a departmental manager, the Office Administrator coordinates and leads the day to day office functions, procedures and resources and provides training, guidance and feedback to subordinate administrative staff. Personally performs a variety of administrative tasks including processing of invoices; providing direct administrative support to department management, monitoring administrative processes and procedures for compliance to corporate policy; and collecting, compiling and analyzing information and preparing reports. PRIMARY RESPONSIBILITIES
7. Acts as administrative liaison between department and the Chief Nursing Officer, as needed, in the referring
of physicians, visitors, employees, contracted entities, and the corporate office to communicate messages,
schedule meetings and disseminate information, maintaining good public relations skill in assisting those who
contact the department.
8. Prepares and distributes responses to general routine and / or complex correspondence and reports.
9. Schedules staff meetings.
10. Prepares the agenda for all staff meetings and ensures all materials are prepared for distribution.
11. Trains new staffing office personnel to procure personnel (supplemental, agency personnel and if necessary,
unit staff) to meet staffing needs.
12. Assigns preceptors and ensures appropriate training for new department staff.
13. Participates in the selection of new personnel for department.
14. Processes and verifies agency bills for accuracy and submits invoices for payment.
15. Investigates invoice payment discrepancies to ensure accuracy of finance reports.
16. Participates in the maintenance of the department’s budget and bookkeeping activities.
17. Ensures the acquisition and maintenance of office equipment and supplies.
18. Continually evaluates existing processes and procedures seeking to design and implement procedural
improvements.
19. Supervises, coaches and mentors the department’s staff.
20. Coordinates office staff activities and evaluates performance of those activities.
Customer Service:
1. Greets customers in courteous, friendly, respectful and professional manner at all times, including
maintaining eye contact when appropriate.
2. Follows communication protocols to both internal and external customers, including introducing him/herself
with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the
customer’s name as soon as it is learned.
3. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate
resolution.

Keeps customer’s information confidential, including public places such as elevators or the cafeteria.
PRIMARY RESPONSIBILITIES
5. Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs.
6. Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.
Commitment to Co-Workers:
1. Offers assistance to colleagues and other departments when needed.
2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.
3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.
4. Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department
Communication Etiquette:
1. Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.
3. Does not text or use e-mail during meetings (except for exigent or emergency situations).
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).
5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).
8. Always mindful of voice and language in public.

What You Need to Be Successful:

POSITION REQUIREMENTS:
Licensure/Certification/Registration
Required: NA
Preferred:
Other:
Life Support Certification: (Check all that apply)
Basic Life Support – Health Care Provider (BLS-HCP) Advanced Cardiac Life Support (ACLS)
Pediatric Advanced Life Support (PALS) Neonatal Resuscitation Program (NRP)
Education/Knowledge: (see attached explanation sheet)
Attained Level: Formal
Requires: Associates Degree or equivalent combination of education and experience
Completed Course Work/Program: Business, Health Administration or related field
Thorough knowledge of office operations, practices and procedures.
Applicable Experience:

We are an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

 

 

 

Terms of Service | Need help applying? Contact our HR Connections Service Center: 1-855-486-6747

We are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. EEO IS THE LAW

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