Job Description

Department/Unit:

Risk Management

Work Shift:

Day (United States of America)

Salary Range:

$50,639.00 - $75,959.00Under the direction of the Manager of Insurance & Business Operations, the Administrative Coordinator is accountable for all administrative responsibilities relating to the Vice President and Assistant Vice President. The Administrative Coordinator will have frequent interactions and communications with a variety of individuals throughout the organization, such as Executive Assistants, medical professionals, management and finance personnel, in-house attorneys, insurance brokers, and attorney firms external to the organization. The position requires a reliable professional who is highly organized, independently manages workflow, and appreciates the value of quality in the end results.

The Administrative Coordinator is a responsible team member to provide customer service, to perform a variety of administrative/clerical tasks, and to perform duties assigned by the Risk Manager of the workers compensation program. Duties include providing support and interfacing with managers and employees, assisting in daily office needs, monitoring and routing telephone.

The candidate must demonstrate excellent oral and written communication skills, effectively gather and interpret information, and be able to organize their work using tools, like internal databases, MS Word, Excel, Outlook, and office equipment. Technical oversight of the office such as ordering office supplies and repairs for equipment, keeping the office well-equipped and stocked.

We are seeking a professional, friendly, and energetic individual who thrives in their work environment and enjoys interacting with others and has a team player mentality. A successful Administrative Coordinator should ensure the efficient and smooth day-to-day operation of the department and manage work assignments in a timely and acceptable manner.

Administrative Responsibilities:

• Welcome and greet visitors when presenting to the risk management department
• Provide general support to all departmental staff
• Act as the point of contact for internal and external visitors
• Answer and direct phone calls
• Organize files and documents
• Write and distribute emails, letters, faxes, and forms
• Schedule meetings, internal and external to the office
• Office supplies – monitor stock and reorders
• General office support - Service Now/IT/Maintenance/Security
• Invoice approvals and Workday Entry/Payment inquiry follow-up
• Maintain the departmental on-call schedule
• Maintain the departmental Conference Room schedule
• Mail distribution
• Errand delivery to off sites

Insurance Responsibilities:

• Review, code, and input Employee Occurrence Reports
• Follow up with managers on return-to-work status
• File claims with insurance carrier
• Maintain Workers’ Comp files – scan and attach files to electronic claims
• Communicate with medical providers regarding WC billing matters
• Review Workers’ Comp invoices – request occurrence reports/issue denial letters

Skills:

• Strong organizational, written and verbal communication skills
• Exceptional customer service skills
• Proven experience as an administrative assistant or office assistant, a plus
• Excellent time management skills and the ability to prioritize work with frequent interruptions
• Work independently with minimal direction and supervision
• Planning and time management skills
• Exercise accuracy, discretion, and good judgment
• Ability to maintain professionalism, courtesy, tact and patience
• Composure when delivering unfavorable outcomes to patients and/or family members regarding lost items
• Emotional intelligence and calmness
• Effective team collaborator

• Knowledge of office operations
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office, particularly Word and Excel
• Proficient with computer/software applications
• Adept at research and details

Thank you for your interest in Albany Med Health System!​

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.