Administrative Coordinator – Part-time

Inova Fairfax Hospital – Spiritual Care is looking for a dedicated Administrative Coordinator to join the team. This role will be part-time day shift Monday through Friday 10:30am – 3:30 pm

Inova is consistently ranked a national healthcare leader in safety, quality and patient experience.We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation.

Featured Benefits:

• Committed to Team Member Health: offering medical, dental and vision coverage, and a robust team member wellness program.

• Retirement: Inova matches the first 5% of eligible contributions – starting on your first day.

• Tuition and Student Loan Assistance: offering up to $5,250 per year in education assistance and up to $10,000 for student loans.

• Mental Health Support: offering all Inova team members, their spouses/partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost.

• Work/Life Balance: offering paid time off and paid parental leave.

Administrative Coordinator Job Responsibilities:

The Administrative Coordinator coordinates and performs a wide variety of administrative activities to support department functions. Provides secretarial support to directors and managers to facilitate completion of department work.

• Schedules and coordinates arrangements for meetings and special events including facilities, catering and logistics; Makes travel arrangements as needed.

• Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports; Prepares and distributes monthly budget reports; Assists in preparation of annual budget proposals.
• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information; Responsible for petty cash fund.
• Maintains confidential employee records for department staff, processes time sheets, tracks PTO and serves as a liaison with payroll and Human Resources.
• Revises and drafts processes and procedures as needed to support efficient and effective department operations; Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point).
• Ensures maintenance of hard copy and computer files; Builds and maintains databases using Access, Excel, and specialized database applications.
• Coordinates schedules of support staff to provide backup for department (meetings, education and PTO); Orients new employees and provides training in department policies and procedures.
• May, as required by department, create, maintain and terminate patient charts in compliance with medical record guidelines; Ensures integrity of medical record including patient identification; Guarantees all chart documents are placed in the chart in preparation for transfer or discharge; Returns old medical records to the Medical Record Department at discharge.

May perform additional duties as assigned.

Minimum Qualifications :

• Education: High School Diploma or GED
• Experience : 1 year of relevant office or healthcare experience

Preferred Qualifications

• Volunteer Coordination experience
• Strong MS Office Suite experience
• EPIC Experience
• Previous administrative, healthcare, customer service, or office support experience
• Experience handling confidential information and documentation
• Familiarity with healthcare operations or patient-facing administrative processes is a plus