Office Coordinator - Pathology Office

General Summary of Position

Plans organizes and coordinates various department activities functions programs or events. Performs diversified administrative duties such as typing scheduling appointments record keeping database administration etc. Maintains statistical data and distribution as required. May coordinate the day-to-day administration of the department and interfaces with staff and public.

Primary Duties and Responsibilities

• Answers telephone screens and routes calls takes messages and provides prompt and appropriate assistance to callers. Resolves problems/issues or directs callers to appropriate resources. Picks up opens and routes incoming mail and distributes correspondence and other material. Receives deliveries. May be required to transcribe minutes and take dictation. Performs all duties in timely accurate and confidential manner.

• Specimen & Report Management: Process referral testing, consultations, facilitate the exchange of pathology materials between outside institutions as well with other regional MedStar Health hospitals.

• Typing incoming consultations using the Laboratory Information System.

• Maintaining microscopic slides and paraffin blocks following CAP guidelines.

• Prepare pathology materials for presentations and various tumor boards.

• Liaison & Support: Act as the primary point of contact for internal staff, pathologists, and external vendors and patients.

• Works closely with pathologists.

• Arranges/schedules meetings conferences seminars and other related activities for the department and supervisor. Maintains appointment calendars for assigned staff.

• Monitors and orders supplies and requests maintenance of office equipment. Monitors work order request and acts as liaison with vendors and negotiates and resolves problems/issues. Recommends equipment replacement as needed and researches replacement options. Obtains/maintains contracts with maintenance/repair companies.

• Participates in meetings and on committees and represents the department and hospital in community outreach efforts as required.

• Participates in multidisciplinary quality and service improvement teams.

• Processes check requests travel requests invoices billing and purchase orders. Prepares weekly or monthly statistical reports of charges to department budget and investigate variances. Maintains accurate database and filing systems for the department.

Minimal Qualifications
Education

• High School Diploma or GED equivalent, required.

• Associate's degree business courses/secretarial training, preferred.

Experience

• 3-4 years Administrative/secretarial experience; transcription experience, required.

• Medical office hospital or ambulatory setting, preferred.

Knowledge Skills and Abilities

• Strong working knowledge of Microsoft Word Excel and Access software applications.

• Excellent verbal and written communication skills.

• Good problem solving customer service and time management skills.

• Transcription skills may be required.