Office Coordinator - Patient Experience - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department staff.

As an essential function of the Patient Experience department, this position provides coordination of department flow and activities. Greets and assists Patients, visitors and staff. Assist with all aspects of the patient and Family Experience, coordinates programs, answers patient and family phone calls, verifies reason for call and other pertinent information. Provides appropriate escalation to department leaders. Coordinates scheduling of inpatient programs and services. Has an understanding of office management and helps to coordinate day to day functions and manages department schedule such as meetings and events. Assists the office with clerical duties. Other duties may include acting as a liaison between patients, families and our patient advocates; assisting in managing iPad/media library, office supplies, inventory of patient/unit supplies. Manages incoming requests and ensures follow-up communication is made by working with our advocates and other key departments. Must have excellent communication skills. Must be comfortable with computers and medical terminology. Offers support in coordinating and maintaining files and data activities in an efficient, confidential manner. Provides support to the Director and Manager by completing assigned projects or tasks in a timely manner. Other duties as assigned.

Essential Duties:

• Ability to communicate effectively with co-workers in relaying information in a timely manner. Receive all calls in a professional manner.
• Take detailed messages, determine urgency of calls, and forward them to the appropriate staff member or leader for escalation
• Works with manager/Director in collecting department data related programs and projects and assists in preparing reports, coordinate department meetings to for staff and leaders.
• Coordinates scheduling of inpatient programs and services and support of programs and projects when needed, including special projects.
• Knowledgeable of department operations and able to cover for various staff when necessary, including volunteer program specialist. Assist with invoicing management and submission of invoices to accounts payable to ensure we are in good standing. Assist in ensuring that department Volunteers/Interns have resources to perform given assignments.
• Order and maintain office supplies; assist in care and maintenance of department equipment and interacts with various vendors and manages department inventory of patient and family related supplies (including and not limited to: Homeless program clothing, spiritual care services, necklace project, Compassion cart supplies, precious metal prints program, iPad/Media library and more).
• Functions as a liaison with department programs including and not limited to: Norris, VHH and Keck patient advocates , concierge services, Friends of Keck and volunteer program
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 2 years Experience in customer service.

• Req Advanced proficiency with Microsoft Office applications.
• Req Excellent organizational skills, detail oriented with strong ability to multi-task required.
• Req Ability to maintain confidential information required.

Preferred Qualifications:

• Pref Familiarity with electronic medical records preferred.
• Pref Customer Service skills including patient satisfaction preferred.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $25.00 - $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.