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Administrative Coordinator - Quality & Risk team, 40 hrs/wk, Monday - Friday

Madonna Rehabilitation Hospital locationLincoln, NE
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251 positions
251 positions
info linkReport a probelm Originally Posted : October 18, 2021 | Expires : November 2, 2021


Job Location
Lincoln, NE, United States


Job Title: Administrative Coordinator - Quality & Risk
Job Code: 880262
Location: Lincoln
Status: Hourly


Responsible for providing support and coordination of data for the Quality/Rick Management System (including Employee Health & Safety Services). Receives or collects data, uses various software applications to analyze, summarize, and display as assigned. Coordinates workflow for creation of special project work, including support for corporate meetings as scheduled. Responsible for office functions; ordering supplies, maintaining equipment, calendaring meetings as requested, updating and maintaining spreadsheets, data bases, documents relating to QRM functions, and reports of activity for specific team members. Areas supported include employee health, employee safety, leadership correspondence and reports, meeting management (including scheduling, agendas, minutes, distribution, maintaining email groups and rosters) and assistance with budget preparation and monthly reporting. Responsible for accurate, timely and confidential new hire support, including employee health files, driversâ?? abstracts, tracking auto and professional liability claims, employee immunizations and health screenings, other employee health documentation and internal billing. Participates as requested in CMS reporting, OSHA reporting, Workerâ??s Comp statistics and other routine assignments assuring organization, attention to detail, and complete reliability of information submitted.. . Deals with confidential information on a routine basis, utilizing discretion and critical thinking and decision-making. Demonstrates confidentiality and privacy awareness and maintains that environment throughout the office. Promotes the Madonna Mission and Core Values. Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures. Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the department and facility.


A. Accurately receives or prepares data, organizes, summarizes, displays and submits to requesting Leader on time, with accuracy and attention to detail.

B. Completes correspondence, either in a routine format with accuracy of content and timeliness, or works collaboratively with Leader involved to assure that Madonna Rehabilitation Hospitals is represented well internally or externally.
C. May be assigned to check confidential Hot Lines in QRM; maintains log of issues received, submits to the identified leader, and initiates issue-tracking to assure all reports are investigated, analyzed, and closed in that quarter.

D. Creates visual documents using appropriate software applications Microsoft Office Suite and other software systems found within QRM.

E. Arranges and coordinates meetings with internal and external persons including meeting time and place, preparing agendas/notices and meeting documents in a complete and timely manner and providing hospitality services Maintains responsibility for each meeting type and plans annually for the coming calendar of events.

F. Agendas, handouts, reports, minutes, and planned action items are prepared, submitted to the appropriate leader for approval, and implemented. Records meetings, either on paper or via zoom or other electronic method for accuracy and easy reference.

G. Coordinate and manage Leaderâ??s schedule to use departmental time effectively, arranging meetings and appointments to effectively meet department/system goals and adhere to deadlines, and meeting the customer's needs while balancing needs for preparation time.

H. With information available, monitor expenses incurred by the department/system and ensure accuracy, clarify discrepancies and adhere to budget as indicated. Maintains office and medical supplies ensuring accurate billing from vendor to accounting. Notifies supervisor of deviations from budget.

I. Sort and direct incoming mail accurately, maintaining appropriate levels of confidentiality appropriately managing the mail when indicated or forwarding to the appropriate content expert.
J. Manages well-organized, up-to-date, and complete administrative files, data and other records, necessary for retrieval for routine or special project work.
K. Catalogs QRM policies and assists the appropriate content expert to complete and submit in an accurate and complete final format.

L. Understands the System chart and the Project Team/Committee chart. Uses the appropriate resource to research issues, send correspondence, forward mail, email, and phone calls. Receives claims related to Workersâ?? Compensation and submits these claims to Third Party Administrator. Routes invoices/bills to TPA to comply with workers compensation court regulations. Receives Workers Compensation check register and verifies records of payments to employees and/or health care providers to ensure timely payments and works with accounting for internal payment needs.

M. Assists content experts in the department with communication to the organization; providing updates to newsletters, facilitating vaccination clinics, communicating requests or updates to employees from the EHS team, and others. May assist with the relay of employees (via email or phone) medical provider information related to ability to work, ordered off work plus any work restrictions At all times, maintaining professionalism and privacy/confidentiality.

N. Accurately updates employee health records. And completes assigned reports related to Employee Health & Safety within identified time frames.

A. Greets persons approaching the area in a timely, courteous, helpful manner. Takes messages, provides directions, schedules appointments and/or locates appropriate personnel to address customer needs.

B. Recognizes that Quality/Risk customers can be under stress and responds in a manner that decreases emotionality while communicating concern and respect.

C. Directs customers with concerns to the appropriate content expert who can assist with achieving timely resolution of concern.

D. Maintains calm, respectful, friendly, and compassionate interactions with internal and external customers.

E. Assists leadership with centralized projects like maintaining a roster of notaries and collection of driver abstracts.

F. Assists in the orientation and training of new staff to provide operational understanding of the departmentâ??s policies, procedures, locations of supplies and equipment, and provide them with necessary equipment and supplies to perform their duties.

G. Follows instructions from the supervisor to perform other functions as assigned in order to achieve facility goals.


A. Independently operate personal computer/software programs/printers/calculator to type/compile/copy/complete data, letters, memos, reports. Takes responsibility to contact vendors for servicing/repair as needed and budgeted.
B. Operate telephone to receive and transfer calls and perform other necessary telephone functions.
C. Maintains and ensures a safe environment for the department. Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury.


Sedentary work - lifting 25 pounds occasionally or lifting and carrying 25 pounds occasionally. Approximately 80% sitting, 20% walk/stand. Kneeling is required to pull files from lower drawers and reaching to answer phone. Indoor work - not exposed to outside elements or hazards. Frequent reaching with both arms at low and waist levels. Frequent grasping of both hands requiring normal grip strength based on national averages. Occasional stooping, bending and twisting. Constant near-visual acuity. Requires sufficient sight to see and read reports and computer screen. Requires sufficient hearing and speaking to communicate by phone or in person.

QUALIFICATIONS (Education/training and/or Experience)

EDUCATION - Required
High school education with two years post-high school education in business school or college. Will consider additional work experience in lieu of formal post-high school education.

Two years experience in related area, with demonstrated experience working with diverse duties and populations. Prefer experience with Workersâ?? Compensation and health care setting.

SKILLS - Required
Must be able to compile and produce meeting minutes. Proficient in use of Microsoft Office software, especially Excel, Power Point, and Word. Able to operate standard office machines. Possess excellent grammar and spelling skills and understanding of the English language. Must be able to interpret policy. Excellent organizational skills are required along with the ability to do critical problem solving.



Madonna Rehabilitation Hospital

Health Care/Wellness/Fitness
251 active jobs
locationLincoln, NE
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