Organizational Support Coordinator, Clinical Services
Department: Administration
Location: Falls Church, VA
Salary: $21.53 - $23.70
Under the general direction of the Regional Office Manager, and in accordance with protocols and procedures established by the organization, the Organizational Support Coordinator (OSC), Clinical Services will be responsible for working with the Organizational Support Team to coordinate and complete a variety of projects, events, day-to-day activities, and provide administrative support for various departments based on organizational needs. The Organizational Support Coordinator may have departmental specialties and will be cross-trained in various areas to provide support as needed. This position requires regular interaction with the public, management, and employees. Discretion, ability to work autonomously and ability to use good judgment in establishing priorities and meeting deadlines is required. This position may require coming in prior to or staying after core business hours to complete assigned tasks. Position has in-office requirements based on departmental scheduling and needs.
Education and Experience:
- Bachelor’s degree preferred.
- Demonstrated skill and knowledge of administrative support and receptionist procedures, generally acquired through 2 - 4 years of related work experience.
Required Skills/Abilities:
- Proficient user of all Microsoft Office applications.
- Customer-service oriented self-starter who can work with or without direct supervision. Must be capable of quickly assessing the organization’s needs and providing support.
- Detail oriented professional with excellent verbal and written communication skills with emphasis on superior service delivery to both internal and external clients via telephone, electronic communications and in person.
- A team-player with a can-do attitude who can meet quick deadlines and turnaround times on projects.
Duties/Responsibilities:
- Serves as the administrative point of contact for various department leaders. Assists with calendar management as requested and takes minutes at departmental meetings upon request.
- Manages office supplies and individual department supplies, to include ordering, receiving and distribution utilizing BTM (Infinite Legacy’s inventory management system). Ensures supplies are organized and available for use. Gathers costs comparisons with multiple vendors to achieve the best price staying within department budget and meeting department needs. All purchases will be reviewed and approved by the Regional Office Manager, or department manager, as it relates to the item being purchased.
- Works with Clinical leaders monthly to set up and input schedules onto SharePoint.
- Provides support for the courier delivery process, arranges, accepts, and sends packages on behalf of the clinical teams. Coordinates registration for department related events.
- Provides support for and participates in various internal and external events.
- Provides administrative support for the organization, including scanning, filing, data collection and entry, creating visual presentations, education materials and scheduling meetings.
- Serves as back up to the Organizational Support Associate to include providing front desk coverage, assisting with correspondence, catering, event set up and take down, posting and sorting mail and restocking supplies in both the kitchen and mailroom.
- Assist with copying of OCME videos and maintaining cameras and equipment.
- May assist Education Department with various administrative tasks to include all staff presentations and TrainCaster maintenance and support.
- Provides assistance with education related data collection, metrics, tracking, survey administration and reports results.
- Participates in various duties as it relates to research studies.
- All other duties as assigned.
Working Conditions:
- Works in a normal office environment where there are no physical discomforts due to temperature, noise, dust, etc.
- Required to maintain presence at the front desk during normal business hours.
- Frequent prolonged use of computer screen may produce visual fatigue.
- Manual dexterity sufficient to operate telephones and computers.
- Ability to accurately communicate, converse, and exchange information in English over the telephone and in person.
- Computer literacy in a Microsoft Windows environment and demonstrated competency in the use of Microsoft Office software programs.
- Work requires attention to detail, flexibility, & deadlines which may produce mental fatigue.
- Work requires frequent standing and walking for photocopying, moving, and stocking supplies and for other support of office staff.
- This position is a Level 3 – Low to no exposure to Bloodborne Pathogens and no exposure to TB. These employees do not visit hospitals.
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