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Administrative Coordinator - Surgical Services in South Bend, IN - Careers at Beacon Health System - Jobs in Healthcare Administrative Coordinator - Surgical Services in South Bend, IN - Careers at Beacon Health System - Jobs in Healthcare
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Beacon Health System has been named to the prestigious 2023 Forbes list of America's Best Employers by State.
"We are honored to be recognized by Forbes as one of the top employers in the state of Indiana," said Beacon Health System CEO Kreg Gruber. "I am grateful to our associates for their significant contributions to our health system and their unwavering dedication to our patients every day. We strive to make Beacon a great workplace for everyone."
"I want to thank and congratulate each and every Beacon associate for their hard work, because we can't be a great employer without them," Gruber said. "This recognition would not be possible without a commitment to our mission - to deliver outstanding care, inspire health and connect with heart."
COVID Vaccination Required
Our mission is to deliver outstanding care, inspire health and connect with heart. For us to fully deliver outstanding care, we must ensure we provide the safest environment for care that we can. Beacon is now requiring the COVID vaccination for all associates.
Beacon Breaks Ground on New Memorial Hospital Patient Tower
In October 2022, Beacon Health System leaders broke ground on the new 10-story patient care tower on the campus of Memorial Hospital of South Bend. This transformational, once-in-a-generation project is designed to enrich the patient, family and visitor experience while meeting the growing healthcare needs of residents in our area for decades to come.
The tower is expected to create an estimated 500 new jobs in the community upon anticipated completion in early 2026. Click here to learn more about the new patient tower.
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Administrative Coordinator - Surgical Services
- South Bend, IN
- Surgical Services Administration
- Memorial Hospital - South Bend
- Full-time - Day - Monday- Friday
- Req #: 223825
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Summary
Reports to the Executive Director, performs a variety of administrative functions to include scheduling meetings, payroll, credit card reconciliation, minute taking, coordinating travel, responding to phone calls, preparing reports and/or data driven outcomes, and involvement in projects and/or process improvement initiatives. The position requires communication skills and positive interactions with leaders, vendors, physicians, staff, and community partners. The position involves multitasking in a fast-paced environment and the ability to be flexible and independent.
MISSION, VALUES and SERVICE GOALS
- MISSION: We deliver outstanding care, inspire health, and connect with heart.
- VALUES: Trust. Respect. Integrity. Compassion.
- SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.
Provides administrative assistance by:
- Maintaining Executive calendar, scheduling meetings, conferences, and appointments.
- Preparing/providing documentation, minutes, meeting agenda''s, presentations, correspondence and reports as needed.
- Handling and maintaining confidential information.
- Receiving, screening and directing visitors and telephone calls.
- Providing information related to organizational policies, procedures and/or protocols.
- Contacting physicians, community members, staff, etc within and outside the Memorial Hospital and the Health System to obtain and/or relay information, arrange meetings, setting appointments, preparing agendas, research problems for the Executive, etc.
- Coordinating travel arrangements, including but not limited to hotel, transportation, and registration.
- Coordinating and participating in events and projects related to the Executive''s area of responsibility.
- Providing administrative assistance to the Directors/Managers in the Executive''s service line as needed.
- Coordinating, preparing and distributing material for meetings, committees and other functions as needed.
- Organizing documentation and filing.
Provides administrative support to the Executive Director/department by:
- Coordinating minor projects by researching, pulling together information, and updating files.
- Coordinating communication by answering phones/voicemail, taking and relaying messages accurately.
- Establishing and maintaining electronic record-keeping and filing systems.
- Opening, sorting and distributing mail, and responding to routine requests for information.
- Operating a variety of standard office equipment (i.e. computer, printer or multi-function device) and contacting vendors for maintenance/repairs as needed.
- Contacting various staff to obtain information or relay information regarding meetings or to resolve payroll, purchasing and computer related problems.
- Coordinating efforts with Executive Director to monitor and report on all Key Performance Indicators.
Contributes to the overall effectiveness and efficiency of the division by:
- Assists in securing access for all applications for new employees.
- Looking for opportunities to improve departmental operations and sharing feedback on process improvements.
- Completing annual mandatory in-services (infection control, safety, etc.).
- Completing other job-related assignments and special projects as directed.
- Appropriately maintaining the integrity and confidentiality of the patient record and other sensitive information.
- Maintaining current knowledge of location of relevant departments of the hospital.
- Establishing, maintaining and updating contact information (phone/fax) of providers.
ORGANIZATIONAL RESPONSIBILITIES
Associate complies with the following organizational requirements:
- Attends and participates in department meetings and is accountable for all information shared.
- Completes mandatory education, annual competencies and department specific education within established timeframes.
- Completes annual employee health requirements within established timeframes.
- Maintains license/certification, registration in good standing throughout fiscal year.
- Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
- Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
- Adheres to regulatory agency requirements, survey process and compliance.
- Complies with established organization and department policies.
- Available to work overtime in addition to working additional or other shifts and schedules when required.
Commitment to Beacon''s six-point Operating System, referred to as The Beacon Way:
- Leverage innovation everywhere.
- Cultivate human talent.
- Embrace performance improvement.
- Build greatness through accountability.
- Use information to improve and advance.
- Communicate clearly and continuously.
Education and Experience
The knowledge, skills and abilities as indicated below are normally acquired through successful completion of Associates degree (or equivalent). A minimum of three to five years of progressively responsible experience (where knowledge of office procedures and organization skills were obtained) in a related environment is required.
Knowledge & Skills
- Demonstrates a working knowledge of computer systems and proficiency in basic computer skills (Windows, Word, Outlook, Power Point and Excel).
- Demonstrates the interpersonal and communication skills (both verbal and written) necessary to develop and maintain productive working relationships and to interact effectively with internal and external contacts. Also requires well-developed telephone usage skills.
- Requires the interpersonal skills necessary to maintain effective working relationships and interact effectively with staff, physicians, review agencies, patients and patients'' families.
- Demonstrates the ability to be self-motivated and analytical with organizational skills to independently work on and complete assignments in time allocated. Also demonstrates the ability to respond quickly and appropriate to demands of the position.
- Demonstrates the ability to take and complete assignments from multiple staff members while maintaining flexibility and a positive attitude.
- Demonstrates the ability to maintain professional composure under pressure and to handle stress effectively.
- Demonstrates and maintains ethical conduct and the ability to exercise discretion.
''''''''''''''Working Conditions
- Works an office environment and patient care areas.
- May have contact with patients and family members who may be under considerable stress.
Physical Demands
- Requires the physical ability and stamina, visual acuity, and manual dexterity to perform the essential functions of the position.
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