Job Summary:

The clinic operations coordinator is responsible for overseeing clinic supply needs, helping to prepare supplies for clinic sessions, inventory support and management and providing back up support for data entry, clinical financial record keeping and clinic operations scheduling. Provide leadership and support for staff regarding supply and medication management.

Job Responsibilities:

Primary job responsibilities include:

• Oversee inventory management: ordering supplies and maintaining adequate stock for clinic needs, record keeping related to inventory, communicating essential information to staff and clinic teams

• Ordering and inventory tracking of medications, including insulin

• Monitor purchase and tracking of supplies and medications, overseeing the reordering process

• Developing and/or modifying logistics processes and guidelines as necessary

• Providing back up support related to patient billing, data entry, patient reminder notifications

• Forms and document management, reviewing and managing supply of documents used in the clinical setting or voucher usage, working with partners to maintain current and adequate supply

• Preparing daily clinic supply needs, patient records and other clinic supplies for each clinic session, working closely with the assigned staff for each clinic site

• Send patient appointment reminders through available technology as needed

• Communicate with the staff, any needs related to clinic supplies, revisions, medicine availability, changes, etc.

• Scheduling and coordinating schedules for volunteer drivers and laboratory specimen transportation

• Managing safe and secure storage for supplies and medications, including refrigerator temperature monitoring

• Oversee management of medical records including storage, maintaining record requirements and responding to legal requests for medical records.

• Assist at clinics and community outreach events outside of normal business hours such as evenings or weekends as needed.

• Attend social events that support St. Mary’s Health Clinics in getting the word out about its mission and promote team building i.e. donor engagement, events, SeptemberFest, and staff engagement events.

Other Responsibilities Include:

• Serve as back up for patient financial billing process as needed

• Assist with ordering and management of outreach supplies

• Assist with mail pick-up and delivery

• Attend meetings with clinical staff to maintain effective communication and discussion of issues related to clinic environments

• Arrange and provide for supply needs at community events

• Serve as the primary contact for vendors and suppliers related to inventory management

• Instruct staff on inventory supplies, inventory management and processes related to supply distribution and management

• Monitoring expiration dates on all supplies requiring such monitoring

• Provide assistance as needed to non-clinical personnel as needed such as helping with admitting, driving medical records

• Special projects as assigned

• Serve as a primary liaison with St. Catherine University for clinic supplies

• Identifying and providing resources necessary for office volunteer workers

• Other responsibilities or projects as assigned

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of this position.

Minimum Qualifications:

Education:

•  Minimum of High School Diploma, two-year associate degree or higher preferred

 Experience:

• 2-3 years support work in a health care role or office work environment such as unit clerk, supply management, clinic assistant, receptionist, etc.

Skills:

• Basic knowledge of health care accounting, medical language and basic office business functions

• Able to multi-task and oversee several facets of the role happening at the same time.

• Must be flexible and able to adapt to needs that may change on short notice.

• Represent St. Mary’s Health Clinics in community or partner environments in a professional manner

• Detail oriented, excellent organizational skills and knowledge of inventory management and record keeping

• Prudent fiscal responsibilities, seeking optimal pricing and vendor relationships and expense management

• Excellent communication skills, verbal and written, working with varied roles and personalities

• Work effective as a team member and/or independently in response to situational needs

• Ability to work in a hectic and fast paced environment, dealing with unexpected changes or challenges

• Technology skills relevant to inventory management, supply monitoring, payables and receivables

Licenses / Certificates:

• Valid driver’s license and reliable vehicle to use for clinic visits or deliveries

Technology / Equipment (if applicable, the proficiencies required to perform the job):

• Microsoft Office skills

 Preferred Qualifications:

• Medical certification

• Spanish fluency a plus, conversational Spanish helpful

• Strong problem-solving skills

  Physical Demands:

The requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards.

• Ability to maintain regular, punctual attendance.

• Able to sit/stand for extended periods of time with desk work or attendance at a clinic or an event representing SMHC

• Walk to/from vehicle to clinic sites

• Lift/transport essential materials to clinics or meeting site, up to 40 pounds

• Ability to perform work in office setting with amidst others’ presence and conversations

Send cover letter and resume to: apply@csjstpaul.org