Admin Coordinator - Global Programs (healthcare admin, projects, community outreach)

Interested in a career with both meaning and growth? Whether your abilities are in direct patient care or one of the many other areas of healthcare administration and support, everyone at Parkland works together to fulfill our mission: the health and well-being of individuals and communities entrusted to our care. By joining Parkland, you become part of a diverse healthcare legacy that’s served our community for more than 125 years. Put your skills to work with us, seek opportunities to learn and join a talented team where patient care is more than a job. It’s our passion.

Primary Purpose

Performs complex administrative office duties involving report generations, budgetary assistance, and completing special projects in order to provide secretarial services to the Directors of the Global Programs.

Minimum Specifications

Education

• Must have High School Diploma or GED equivalent.

Experience

• Must have four (4) years of related healthcare experience

Skills or Special Abilities

• Must have excellent time management, prioritization, and organizational skills.
• Must be able to use sound judgment in making complex decisions. Ability to resolve issues promptly.
• Must be able to communicate effectively.
• Must be able to demonstrate patient centered/patient valued behaviors.
• Excellent customer service skills – the ability to be empathetic, accurate, compassionate, responsive, resourceful, and conscientious – to both internal and external customers.
• Must have the ability to manage multiple projects at once and shift priorities as the situation demands.
• Must be a self-starter with the ability to work effectively as part of a team or independently.
• Must have intermediate MS Outlook, Power Point, Excel and Word skills to present educational sessions and other departmental projects.
• Demonstrate effective supervisory skills

Responsibilities

1. Coordinates daily work schedules, administrative inquiries, correspondence, communications, paperwork, and issues on an independent basis to ensure Directors’ time is utilized more efficiently and effectively.
2. Gathers, researches, assembles, summarizes, and compiles data for complex reports and presentations in order to provide administrative support for assigned area.
3. Coordinates all arrangements for the Directors for outside meetings, retreats and/or conferences, in accordance with established Parkland Purchasing Policies, including location, travel and reimbursement for travel related expenses, hotel registration, speaker/facilitator, AV equipment and/or supply needs, cost estimates, etc.
4. Prepares meeting schedules, agendas, minutes including transcribing and other correspondence related to Global Program's activities and committees, as requested, including transcribing minutes into final form, often of a technical or confidential nature, to maintain highly accurate information.
5. Serves as liaison by coordinating interactions of Directors with constituents, community stakeholders, Parkland Foundation, Parkland leadership, UT Southwestern faculty & staff, maintaining a positive working relationship with internal and external constituents to provide administrative services for the Directors.
6. Coordinates training and orientation schedules, time keeping with recommendations for corrective actions, updates program manuals, monthly meeting with completing and posting meeting minutes, monitors and reports facility issues to ensure environmental standards, participates in new employee orientation at Parkland.
7. Supports fiscal accounting responsibilities for disbursements, purchases, reimbursements, reconciliation, etc. connected with activities of the Global Programs.
8. Manages and/or coordinates projects as assigned, including assistance with project planning, timelines/deadlines, accountabilities, reporting, follow-up, IT engagement, and PDSA (Plan-Do-Study-Act) cycle.
9. As needed, attends standing and ad hoc meetings for the Global Programs to facilitate the working communication of different areas of PHHS and UT Southwestern.
10. Supports clinical activities within the Global Programs by providing administrative oversight for the program, educational and other clinical staff from the Global Programs.
11. Assists with management of scheduling clinical assignments for the Global Programs providers, including communication with UT Southwestern administration, faculty & staff.
12. Supports quality management practices that deliver effective and efficient services to ensure optimal patient outcomes. Collaborates with providers, staff, and administration to assess operations and evaluate quality. Identifies and analyzes the design of jobs and work processes implementing appropriate changes to improve effectiveness, productivity and efficiency, patient access and satisfaction.

Job Accountabilities

1. Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
2. Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
3. Maintains knowledge of applicable rules, regulations, policies, laws, and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.

Parkland Health and Hospital System prohibits discrimination based on age (40 or over), race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, genetic information, disability, national origin, marital status, political belief, or veteran status. As part of our commitment to our patients and employees’ wellness, Parkland Health is a tobacco and smoke-free campus.