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Providence Health & Services Department Admin Coordinator Immediate Care in Mission Hills, California


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Providence is calling a Department Admin Coordinator Immediate Care (Full-time/Day-shift) to Providence Holy Cross Medical Center in Mission Hills, CA.

We are seeking a Department Admin Coordinator Immediate Care - Provides a variety of skilled and advanced administrative duties, including those that are highly confidential in nature, in supporting the Immediate Care Department. Works independently under general instructions on a wide variety of responsibilities, activities and assignments that include the oversight and coordination of special projects and educational activities for the Admin team for both Facey Medical Group (FMG) and Providence Facey Medical Foundation (PFMF) in the Immediate Care setting. Will co-manage along with the Medical Staff Office the Occupational Medicine appointments and results for FMG newly hired physicians throughout all departments within FMG. Frequently uses initiative and independent judgment in exercising discretion with those coming in contact with the FMG leaders, the Administration Team and their corresponding direct reports within the Immediate Care Department. Types and assists with composing correspondence, reports and other documents. Manages, coordinates and assists in Operational departmental projects and meetings as directed, including documenting and preparing presentations through PowerPoint, Visio, work flows and Excel reports, coordinating the meetings and invites with all key stakeholders and attendees, arranges meeting location/set-up/associated meals as appropriate, and manages assigned meetings by owning the agenda and meeting minutes. Answers and screens phone calls. Establishes and maintains efficient filing systems. Types, documents, tracks all FMG and PFMF provider time requests and schedule changes in collaboration with the Dept. Chair of Immediate Care. Tracks and assists Administration team with PFMF caregiver schedule requests and changes. Supports the Immediate Care administration team with related various invoices, vendors, Kronos, e-requester, etc. Readily adapts to the environment and the organizational culture. Positively supports the organization, the executive FMG/PFMF teams, other members of the admin team, and fosters harmonious external and internal working relationships. Completes assignments within strict deadlines with a high degree of accuracy. May be asked to coordinate projects or meetings that require assistance from other admin assistants.

In this position you will:

  • Deliver upon the service expectations of both our patients and fellow staff members by listening to their needs; engaging in positive interactions; and following through on promises made in a thoughtful, efficient, timely and courteous manner so that their total outcome is better than expected

  • Respect the dignity, confidentiality and privacy of patients

  • Work in a safe manner, adhering to general safety precautions and standards. Reports any unsafe conditions to their supervisor and/or the safety hotline

  • Maintain a high level of confidentiality with respect to all issues and concerns surrounding the administrative offices and officers of the organizations

  • Exhibit courtesy, responsiveness, and a professional manner with all internal and external customers. Communicates effectively with all customers, caregivers and providers. Greets all visitors - directs them appropriately, and is available in the office whenever necessary

  • Remain impartial and objective on all organizational and or/personnel issues

  • Recognize priorities and manages them accordingly

  • Work as an integral part of the Immediate Care management team

  • Work closely with Department Chair on preparing and editing physician shift schedules based on reported availability. Maintains updated schedules with shift changes/call outs/other updates to schedule in a timely manner and same day as notification of schedule changes whenever possible. Communicates any requested changes to the Department Chair for approval prior to making changes

  • Communicate clearly with Admin Director and/or Sr. Manager on Advance Practice Clinician schedules in conjunction with the Department Chair to ensure proper number of hours are scheduled for APC's on the provider schedule. All PTO requests for APC's are to have prior approval from Admin Director and/or Sr. Manager and Department Chair or FMG PTO representative prior to incorporating PTO into the provider schedule

  • Assist the supervisors with caregiver shift schedules, preparing availability schedules and assisting with the final schedule as needed

  • Maintain calendars for the Department Chair and assists with the calendars for the Admin Director and/or Sr. Manager of Immediate Care

  • In conjunction with the Medical Staff Office, schedules and manages appointments in the Immediate Care for occupational medicine purposes and new hire physician physical appointments for all physicians at Facey Medical Group

  • Work on special projects for Department Chair, Admin Director and other members of the Immediate Care administration team as needed, which may include summarizing data into a chart, excel, or report format

  • Assist Director, Managers, and Supervisors with regulatory applications and renewals (ie: State and CLIA Lab inspections)

  • Screen telephone calls, taking complete and appropriate messages

  • Oversee catering for leadership / departmental scheduled meetings upon request. Coordinates the scheduling of all conference room, food, beverages and needed IT equipment, including conference call lines and conference phone for all assigned meetings and conference calls. Completes food and equipment set up and stow away when needed. May assist other members of the management team with scheduling meeting, coordinating conferences or trainings

  • Coordinate operational and department meetings including but not limited to: internal or external training and education, operations, and administrative meetings

  • Attend Department Meetings, Op’s staff meetings and project meetings and records meeting minutes as needed

  • Data entry and maintenance of spreadsheets & dashboards for support of department reporting requirements

  • Prepare agendas, committee meeting material, Flow Charts and supporting documentation

  • Coordinate supply ordering and transfer of supplies as needed between the two Immediate Care locations (Mission Hills and Valencia)

  • Responsible for filing information in a timely manner and maintains files by an accurate and organized method for easy access to records.

  • Assist Department Chair and Immediate Care Administration team members with special projects such as spreadsheets, charts, system training materials, status reports, etc

  • Photocopying, e-copying, scanning, faxing and distributing documents and other information as needed

  • Order and maintains office supplies

  • Provide clerical support to Operations for both FMG and PFMF in the Immediate Care department as needed

  • Perform other clerical duties and Immediate Care support as


Required qualifications for this position includes:

  • 3 years of Administrative assistant experience

  • 3 years of Administrative experience in healthcare

  • Ability to communicate/interface effectively both verbally and written at all levels with external and internal customers

  • Excellent customer service skills

  • Must have initiative and use proper judgment with minimal supervision

  • Must be detail-oriented and organized

  • Ability to prioritize and manage multiple projects

  • Excellent proficiency in Microsoft Office, including Power Point, Word, Excel spreadsheets and pivot tables, and calendar functions

  • Typing at least 50 wpm

Preferred qualifications for this position includes:

  • Associate's Degree in Business or healthcare field.Or equivalent educ/experience

About the hospital you will serve.

Nationally recognized for clinical excellence and trauma care, Providence Holy Cross Medical Center is a 377-bed, level II trauma center in Mission Hills, California. We are the only Magnet®Designated Hospital in the San Fernando Valley. Providence Holy Cross also has been recognized this year by the Los Angeles Business Journal as one of the best places to work in Los Angeles. As our reputation for excellence grows, so does our facility. We have recently expanded our medical center with the addition of a new 138-bed patient care wing. This expansion has made Providence Holy Cross Medical Center one of the largest hospitals serving the San Fernando and Santa Clarita valleys.

We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California-Mission Hills

Req ID: 325635