The Office Coordinator is responsible to the Associate Dean of Practice and Executive Director for Practice. The Office Coordinator provides coordination and serves as liaison with faculty, administrators, ETSU Health staff, and all CON staff throughout the college and community agencies. This position serves as the CON Practice central personnel action coordinator. The Office Coordinator directs and coordinates all new employee onboarding with new hire orientations necessary for efficient functioning of the practice according to college, ETSU and policy; and communicates all changes to clinical rotation and projects to staff through various means of communication including webpage.
For student placements, the Office Coordinator provides on-site, via telephone and e-mail, consultation to faculty, clinical directors, and hiring managers regarding staffing patterns, recruitment and selection process, orientation, training needs, and university policies and procedures by using a uniform process of orienting students to the Office of Practice and CON Clinics to maintain continuity across all clinical sites. The Office Coordinator maintains a database to manage, organize, and create efficiency with the magnitude of health science students rotating through the CON clinics, which includes students from College of Nursing, Bill Gatton College of Pharmacy, Department of Audiology and Speech Language Pathology, Department of Social Work, Department of Psychology, Department of Radiology, Department of Physical Therapy, Quillen College of Medicine (OB/GYN, Pediatrics, Psychiatry, and Family Medicine), King University, Tusculum University, Tennessee Tech, Maryville College, and University of Tennessee.
Performs complex clerical and administrative tasks including coordinating flow of work and people through the Office of Practice.
Manages Associate Dean's state budget utilizing Banner.
Coordinates Associate Dean's budget with College of Nursing Director of fiscal Affairs.
Submits new budget annually under Associate Dean's direction.
Assists Associate Dean with national board conference call preparations, agenda, and minutes.
Provides support for executive leaders in the Office of Practice including OOP Executive Director.
Responsible for coordinating executive communications between Associate Dean, OOP Executive Director, Clinic Directors, Center Managers, Staff, CON Faculty, Dean, and ETSU Health Executives.
Responsible for coordinating travel arrangements and itineraries for all of the Office of Practice and assuring the administrators and staff follow University policy.
Coordinates purchase of supplies and equipment utilizing University purchasing system for Office of Practice and Clinics.
Provides clerical support for department and college committees.
Accountable for timekeeping for the Office of Practice and all CON clinic staff (approximately 150 employees).
Facilitates timekeeping training to Center Managers and Directors as needed.
Responsible for monitoring and submitting On-Call Extra Compensation Requests to the Dean's Office.
Assists Associate Dean in CNO role in coordinating support for ETSU Health Marketing needs and Uniform Orders.
Oversees and facilitates orientation process for new employees and students for the Office of Practice and CON clinics, ensuring they receive EMR, mandatory education, meet all health requirements, are HIP AA and OSHA compliant, and are assigned their clinic preceptor.
Responsible for compliance of all students working in CON Clinics.
Responsible for coordination, placement, and flow of clinical rotation students, research projects, and grant implementation throughout CON clinics including AHSC undergraduate, graduate nursing and non-nursing students from ETSU and other universities (Frontier Health, King, UT, Vanderbilt, and TTU to name a few).
Responsible for the design and maintenance of CON clinic student database as well as research projects and grant implementations.
Collaborates with other colleges and departments for placement of students working in CON clinics.
Utilizes Project Concert platform to maintain and review students' clinical rotation requirement documentation.
Manages approximately 425 student placement calls/emails per semester.
Prepares internal and external corporate documents for review by committees and legal for approval prior to implementation.
Analyzes problematic situations and recommends solutions.
Responsible for verifying current background check and HIPAA compliance for direct patient care personnel and students; reports any findings to Compliance Director.
Accountable to HIP AA Compliance Office to ensure HIP AA compliance of all CON clinic employees and students.
Responsible for check-out forms and ensuring removal of EMR, HIP AA, and door access for CON clinic employees.
Promotes positive public relations while serving as liaison with outside agencies, university and college faculty, administration, and staff.
Coordinates Graduate Assistant and Tuition Scholar schedules for Associate Dean; communicate schedules and projects to students.
Coordinates and assists with interviews of Graduate Assistants and Tuition Scholars for Associate Dean.
Interprets and implements CON/Office of Practice Policy and Procedures, referring to administration when appropriate.
Serves as primary point of contact and liaison between Office of Practice, University colleges and departments, the community, and other institutions regarding placement of clinical students.
Interacts and maintains a good working relationship on a daily basis with faculty, staff, students, volunteers, and clinic Center Directors and Center Managers.
Responsible for use and reconciliation of multiple procurement cards.
Responsible for monitoring and ensuring entries by Center Managers of patient charts to be reviewed by Collaborating Physician Preceptors to ensure quality of patient care.
Responsible for the confidentiality and protection of Office of Practice personnel, clinic staff, * and student confidential records.
Attends departmental, college, university and outside agency meetings as required
Creates and circulates agenda and minutes, notify committee/council members of upcoming meetings, and assure web and/or conference call access for the Faculty Practice Committee, Practice Network Council, and other committees/councils as directed.
Provides administrative support for grant applications and grant teams post award. Interpret grant guidance, state and federal reporting requirements.
Generates, analyzes, and synthesizes data for reports for grants, the Dean, the President, and other who may require them on a moments notice
Takes calls from patients and identify the appropriate party to manage the call in a timely manner while upholding HIPAA.
Prepares annual budget and assumes financial responsibility for operating expenditures; monitors revenue and expenses and works with the CFO related to fiscal adjustments; establishes fiscal targets with staff that are realistic, achievable, and measurable.
Maintains responsibility for coordination of office operations by ensuring the work flow meets provider, support staff, and patient needs; updating, maintaining, and implementing policies and procedures; monitoring incoming and outgoing mail; maintaining inventory; ordering supplies; scheduling providers; greeting visitors; invoicing; maintaining the clinical budget; and receiving and routing telephone calls.
Serves as resource to staff members regarding clinical, administrative, and employee issues. * Performs monthly chart process for the preceptor.
Assists the Office of Practice leadership team in developing and overseeing quality assurance, peer review, and productivity functions.
Supports the NETCHC Governing Board by serving as communication liaison, meeting organizer, minutes recording, and report distribution.
Oversees building maintenance.
Provides back-up to office staff as necessary.
Maintains professional affiliations and enhances own and staffs professional competence
Performs other related duties as assigned.
All positions at East Tennessee State University are contingent upon sufficient funding.
ETSU is committed to a diverse and inclusive workforce by ensuring all of our students, faculty, and staff work in an environment of openness and acceptance. Successful candidates should have a demonstrated commitment and contribution to fostering and advancing equity, diversity and inclusion. East Tennessee State University (ETSU) is an Equal Opportunity/Affirmative Action employer.
Job Category: Support Staff
High School Diploma or GED.
3-5 years of experience in office management, leadership, or administration.
1 year experience in medical billing and/or electronic records required.
Internal Number: 16548
About East Tennessee State University
Founded in 1911 (as East Tennessee State Normal School), East Tennessee State University serves over 15,000 undergraduate, graduate, and professional students. ETSU has eleven colleges and schools, including health sciences, liberal arts, education and business & technology. ETSU is centered on a warm and friendly residential campus nestled in the secure and beautiful Blue Ridge Mountains of northeast Tennessee. As part of the ETSU community, you will enjoy all the region has to offer, including snow-skiing, various festivals, numerous golf courses and lakes, popular national and state parks, whitewater rafting, the Appalachian Trail, and much more.