Office Admin Coordinator, 40hr, Days

Exemption Status:

Hiring Range:

Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations.

Schedule Details:

Scheduled Hours:

Shift:

Hours:

Cost Center:

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Major Responsibilities:
1. Coordinates daily administrative operations to support efficient departmental workflow in accordance with policies and procedures. Processes standard and non-standard business office documentation as needed.
2. Supports patient flow activities including greeting patients, answering incoming calls, scheduling appointments, managing referrals, verifying insurance, and assisting with billing processes. Partners with clinical staff to ensure appropriate documentation requirements are met.
3. Maintains scheduling database and updates provider and staff schedules to ensure adequate coverage, including on call rotations. Works with management on time off requests and vacation planning; distributes finalized schedules to appropriate staff.
4. Provides comprehensive clerical and project support, including arranging meetings, preparing correspondence and reports, assembling Home Health & Hospice packets, generating thank you letters for Hospice contributions, maintaining listings, and supporting bereavement card workflows.
5. Performs routine office tasks such as answering calls/messages, ordering, copying, filing, faxing, and managing incoming mail.
6. Provides training and technical assistance to new and existing administrative team members.
7. Maintains inventory of caregiver issued equipment and collaborates with vendors to ensure optimal office operations. Coordinates maintenance and repair of office equipment and workspace; serves as liaison to building maintenance.
8. Maintains supply inventory and places orders as needed. Monitors expenditures to ensure alignment with approved budgets.
9. Maintains current knowledge of federal, state, and regulatory requirements relevant to home health and hospice operations. Ensures all actions align with agency and organizational compliance standards.

Standard Staffing Level Responsibilities:
1. Complies with established departmental policies, procedures, and objectives.
2. Attends variety of meetings, conferences, seminars as required or directed.
3. Demonstrates use of Quality Improvement in daily operations.
4. Complies with all health and safety regulations and requirements.
5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients, and visitors.
6. Maintains regular, reliable, and predictable attendance.
7. Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:
License/Certification/Education:
Required:
1. High School diploma.

Preferred:
1. Associate degree in business or related field.

Experience/Skills:
Required:
1. Minimum three (3) years of medical secretary or administrative support experience.
2. Ability to work independently with minimal supervision while managing multiple priorities.
3. Advanced proficiency with Microsoft Office applications.
4. Strong oral, written, and interpersonal communication skills.
5. Excellent organizational skills and customer service skills.
6. Strong attention to detail.

Preferred:
1.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions:
Work is considered sedentary. Position requires work indoors in a normal office environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We're striving to make respect a part of everything we do at UMass Memorial Health - for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.