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Quality Department Coordinator

Overview

Coordinates and as assigned oversees the office activities of assigned department. Assists the Program/Department leadership in the coordination and management of administrative matters and goals and objectives of Visiting Nurse Service of New York. Works under general supervision.


Responsibilities
  • Coordinates daily department activities to ensure smooth operation and administration. Maintains calendar of departmental activities and keeps management informed of commitments.
  • Collects data and prepares/distributes project related reports, summaries, presentations, and documentation. Prepares standard and ad hoc reports on department activities; ensures distribution as appropriate.
  • Prepares/maintains various department databases (e.g., program data, client billing, visit data, etc.). Collects and enters data, and designs/formats reports, spreadsheets, graphs, charts, etc. as required.
  • Assists project leaders with timelines/project plans for management review and keeps staff informed of due dates/deliverables. Follows up with staff to ensure timely completion and keeps management informed of status.
  • Coordinates logistics for department meetings, orientation, focus groups, training, etc. Enrolls participants, sends notifications, prepares or oversees the preparation of agendas, attendance rosters, materials/manuals; makes arrangements for facility set-up, equipment and supplies, and travel as needed.
  • Monitors department expenditures to ensure adherence to budget and keeps management advised of problems.  Prepares/submits check requests, purchase orders and stock requisitions as needed.
  • Attends meetings as assigned, takes, formalizes and distributes notes/minutes, and follows up to ensure new assignments/projects are completed.
  • Conducts research, locates/summarizes/classifies/sorts data, and prepares reports on findings.
  • Prepares original correspondence/communication material or prepares them from notes provided by department management/staff and ensures they are distributed in an accurate and timely manner. 
  • Organizes/maintains departmental files and ensures their confidentiality. Performs or oversees other administrative activities (e.g., answering/screening/routing telephone calls, filing, sorting/distributing mail, etc.)
  • Participates in special projects and performs other duties as required.

For Enterprise Communication Only:

  • Assists in development of internal communications for Frontline website and other print collateral materials related to the organization. This includes assistance in developing and proofreading materials, coordination of photography and on-line posting of articles on WordPress website.
  • Coordinate and compile bi-weekly status report.
  • Monitors inventory of departmental supplies, advises management of the need to reorder; completes appropriate forms, and follows-up with vendor to ensure supplies are received in a timely manner.
  • Coordinates weekly VNSNY Café employee events including interface with PR company, caterer and office facilities management.
  • Assists with distribution of VNSNY-wide communications and events.

For Government Affairs only:

  • Maintains system for tracking stakeholder contacts.
  • Monitors inventory of departmental supplies, advises management of the need to reorder; completes appropriate forms, and follows-up with vendor to ensure supplies are received in a timely manner.

Qualifications

Education:Bachelor’s Degree in business administration, health, or a related discipline OR the equivalent work experience required.

Experience:Minimum of two years health or administrative experience required.Excellent organizational, research, analytical, customer service, and oral/written communication skills required.Advanced proficiency with personal computer software, including MS Office products required.Some knowledge of health care activities and department related systems requirements preferred.


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ABOUT US

The Visiting Nurse Service of New York (VNSNY) is the nation's largest not-for-profit home- and community-based health care organization, serving the five boroughs of New York City, and Nassau, Suffolk, and Westchester Countries. For over 125 years, VNSNY has been committed to improving the health and well-being of people through high-quality, cost effective healthcare in the home and community. We offer a wide range of services, programs, and health plans to meet the diverse needs of our patients, members, and clients from before birth to the end of life. Each day, more than 13,000 VNSNY employees - including nurses, rehabilitation therapists, social workers, other allied professionals, and paraprofessionals - deliver compassionate care, unparalleled medical expertise, and 24/7 solutions and resources to more than 44,000 patients and members, helping them to live the best lives possible in their homes and communities.