Job Description

WHO WE ARE & WHAT WE DO

Tallahassee Memorial HealthCare (TMH) is a private, nonprofit community-based healthcare system that provides advanced care to a 22-county region in North Florida and South Georgia. We are a career destination with over 6,000 colleagues who reflect the diversity of our community.

TMH is the region’s healthcare leader and top provider of advanced care with a 772-bed acute care hospital and the region’s only:

• Level II Trauma Center
• Primary Stroke Center
• Level III Neonatal Intensive Care
• Pediatric Intensive Care
• The most advanced cancer, heart and vascular, orthopedic & surgery programs in the Panhandle.

Our system also includes a psychiatric hospital, multiple specialty care centers, six residency programs and more than 50 affiliated physician practices.

HOW YOU'LL MAKE AN IMPACT

The Administrative Coordinator provides high-level administrative, financial, and operational support. This position is responsible for coordinating payroll preparation, physician reimbursements, invoice processing, vendor and supply purchasing administration, professional dues management, and contract payment administration. The role serves as a key liaison among physicians, practice administrators, finance, payroll, vendors, and executive leadership to ensure accurate and timely financial transactions while maintaining compliance with organizational policies and healthcare regulations.

Payroll Administration

• Compile, audit, and prepare payroll documentation for executive review and Chief Operating Officer (COO) approval.
• Verify payroll-related data for completeness, accuracy, and compliance with organizational policies.
• Coordinate with Human Resources, Finance, and departmental leadership to resolve payroll discrepancies.
• Maintain payroll records and supporting documentation.

Physician Continuing Medical Education (CME) and Reimbursement Administration

• Process physician CME reimbursements in accordance with organizational guidelines and approved budgets.
• Review and process physician business expense reimbursements, ensuring compliance with reimbursement policies.
• Coordinate travel-related expenses, including conference attendance, lodging, transportation, and registration fees.
• Maintain accurate records of CME expenditures and physician reimbursement activity.

Accounts Payable and Invoice Processing

• Process invoices for medical group operations and clinical practices.
• Review invoices for accuracy, proper authorization, and appropriate account coding.
• Coordinate payment processing and resolve invoice discrepancies with vendors and department leaders.
• Maintain organized records of invoices, approvals, and payment documentation.

Pharmacy Charge Management

• Review and process pharmacy-related charges for all medical practices.
• Collaborate with pharmacy vendors, practice managers, and finance personnel to resolve billing concerns.
• Ensure accurate allocation and tracking of pharmacy expenses.

Clinical Technology and Physician Program Administration

• Manage invoice processing and payment coordination for physician AI Abridge services and related technology subscriptions.
• Track provider participation and maintain appropriate supporting documentation.
• Serve as liaison with vendors regarding account management and billing inquiries.

Professional Membership and Medical Staff Support

• Process payments for physician Medical Staff dues and professional society memberships, including Capital Medical Society and other approved organizations.
• Maintain records of memberships, renewal dates, and payment status.
• Coordinate with physicians and administrative leaders regarding membership requirements and renewals.

Purchasing and Supply Administration

• Serve as the designated administrator for the McKesson purchasing platform.
• Facilitate ordering and procurement of medical and office supplies for practices and departments.
• Monitor supply requests and coordinate with vendors and internal stakeholders to ensure timely fulfillment.
• Maintain purchasing records and assist with inventory-related reporting as needed.

Professional Services Agreement (PSA) Administration

• Process payments associated with Physician Services Agreements (PSAs) and related contractual arrangements.
• Verify supporting documentation and approvals prior to payment processing.
• Maintain contractual payment records and assist with reconciliation activities.

Financial and Administrative Support

• Prepare reports and summaries related to expenditures, reimbursements, dues, payroll, and vendor payments.
• Assist with month-end and year-end financial activities as assigned.
• Ensure compliance with organizational policies, internal controls, and audit requirements.
• Maintain confidentiality of sensitive payroll, physician, financial, and organizational information.
• Support special projects and executive initiatives as assigned.

WHAT YOU’LL NEED TO APPLY

Education

• Associate degree in Business Administration, Accounting, Finance, Healthcare Administration, or related field required.
• Bachelor's degree preferred.

Experience

• Three to five years of administrative, financial, accounts payable, payroll, or healthcare operations experience preferred.
• Experience in a physician practice, medical group, hospital, or healthcare environment strongly preferred.
• Experience processing invoices, reimbursements, and vendor payments preferred.

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Tallahassee Memorial HealthCare is an equal opportunity employer and drug-free workplace. All employment is contingent upon successful completion of a drug screen, background check, reference verification, health assessment, and credential/license verification.