Academic Program Coordinator

Brown Medicine•Providence, RI

1d•Onsite

About The Position

Under the general supervision of the Ambulatory Practice Manager, coordinates and supervises the activities of clerical support personnel performing a variety of duties to schedule appointments, receives patients, and prepares and maintains related manual and computer records. Participates in development of office policies and procedures to provide effective and efficient clerical support Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect and Excellence, as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate In addition, our leaders will demonstrate an aptitude for: Ensure Accountability and Build Effective Teams Drive Vision and Purpose and Optimize Work Processes By applying core and leadership competencies, leaders help Brown University Health achieve its strategic goals.

Requirements

Level of knowledge of business systems, office procedures, and computer database normally acquired through completion of a one year post-secondary secretarial/business program, or the equivalent.
Supervisory skills to effectively plan, direct and evaluate work of clerical staff.
Interpersonal skills to train and coach staff and to demonstrate effective customer relations and communications with others within and outside the Hospital.
Analytical skills to evaluate effectiveness of work flow, make recommendations for change and to develop, review and evaluate various records and reports.
Ability to operate personal computer, including keyboard skills and familiarity with computer networks.
Clerical skills to demonstrate and/or perform activities of staff.
Two years progressively more responsible related experience within patient care environment, including demonstrated abilities to effectively plan and prioritize work, direct and evaluate work of others.

Responsibilities

Participates in interviews, recommends selection, orients, assigns work and evaluates performance of clerical support personnel.
As appropriate recommends corrective action, including recommending discharge of staff.
Ensures staff is properly trained in all functions, including development and maintenance of effective customer relations and maintenance of patient confidentiality.
Ensures established policies are observed for training as new policies/procedures/technology is introduced.
Participates with Program Administrator to develop policies and procedures related to clerical operations to provide for effective use of resources.
Evaluates effectiveness and recommends changes as appropriate.
Prepares daily work schedules to assure adequate coverage at all times.
Adjusts schedules as necessary to address anticipated/emergent staff shortages.
Recommends changes to staffing levels as appropriate.
Prepares and maintains various records, including attendance records, productivity reports, payroll records and the like.
Regularly reviews work of staff in order to ensure activities performed accurately and in a timely manner.
Functions as resource person to others in order to clarify/resolve problems encountered by staff.
Ensures equipment utilized in area of responsibility is properly maintained and functioning properly.
Arranges to repair/replace as appropriate and within level of authority.
Maintains adequate inventory of office supplies and materials reordering as necessary.
May perform functions of subordinate clerical staff due to workload or staff shortages or to demonstrate proper work procedures.