Ambulatory Surgery Coordinator

Overview

Join our team at Atrium Health Wake Forest Baptist as an Ambulatory Surgery Coordinator for the Surgery Center. In this pivotal role, you will be a part of a dynamic team and play a crucial part in ensuring efficient surgical processes, contributing to the seamless delivery of healthcare services and exceptional patient experiences. If you're an experienced paralegal professional with strong organizational skills, we invite you to be a driving force behind our commitment to quality healthcare.

Position Highlights: 

• Shift Schedule: Full Time (40 hours), Monday-Friday
• Department: Surgery Center
• Location:  Atrium Health Wake Forest Baptist in Winston-Salem, NC

What We Offer: 

• Generous PTO: Accrue up to 25 days/year, to be used for vacations, sickness, holidays, and personal matters.
• Education Reimbursement: We invest in your professional growth, offering up to $2,500 per year towards a bachelor’s degree and up to $5,000 per year towards a graduate degree.
• Wellness Incentives: Take advantage of up to $1,350 per year in wellness incentives through our LiveWELL program, prioritizing your well-being.
• Parental Benefits: We understand the importance of family, providing six weeks of paid birthing-mother maternity leave and four weeks of paid parental leave.
• Retirement: Secure your financial future with up to 7% employer-paid retirement contributions.

What You'll Do:  Under minimal supervision, provides support for strategic and operational initiatives at ambulatory surgical sites throughout the greater Winston area market. Performs a variety of functions including assessments of needs for assigned initiatives and provide assistance in carrying out the duties of the Governing Boards, Medical Executive Committees and Quality Improvement Committees. The coordinator must be organized, possess excellent communication skills, maintain professional relationships and support market growth by providing key administrative support.

1. Maintains database of information regarding directors, trustees, administrators and other board-related personnel. Communicates with directors and trustees regarding Board and committee-related matters. 

2. Prepares announcements and emails to board and committee members and administrators/executives between meetings. 

3. Responds to directors and trustees inquiries and accommodates their requests. Provides information and answers  inquiries. 

4. Tracks all tasks associated with board and committee meetings, including planning, scheduling, organizing, preparing for meetings, and conducting post-meeting reviews. 

5. Prepares, assembles, and distributes materials for board and committee meetings. Sets up, compiles information, inputs, and maintains merge templates for directors' and trustees' meeting books and handbooks. Arranges, proofreads and assembles materials for publication in directors' and trustees' meeting books and handbooks. 

6. Attends committee and board meetings, takes minutes, seeks approval of same and distributes as needed. 

7. Assists with maintenance of corporate minute books and preparation of meeting minutes and materials. Updates bylaws and policy resolutions following meetings and takes other steps to implement action of the directors and/or trustees. Responsibility extends to six or more facilities at completion of integration work. 

8. Establishes, organizes, indexes and maintains records, files and reports, including corporate minutes, agendas, resolutions, policies and bylaws, in electronic and printed format. 

9. Drafts documents, prepares memoranda, letters, and other communications with respect to board work. 

11. Tracks facility-related expenses, processes and directs expenses and reimbursement requests to appropriate site based leaders for each facility for approval and payment. 

12. Delivers meeting materials, etc. to off-campus sites, including express-mail or other mail delivery facilities. 

13. Coordinates each center/facility policy database, enters approved policies, and ensures policies are appropriately reviewed and updated by the various responsible departments. 

14. Performs other related duties as assigned, including general secretarial work, along with schedule management for WFAV leadership team. 

What You'll Need:

• Five years related office experience; or, an equivalent combination of education (minimum high school diploma) and ambulatory surgery experience.
• 5 years experience in a surgical services environment with frequent interaction historically with Governing Boards, Medical Executive Committees, and various other clinical quality committees preferred. 
• Minimum of three years experience with policy database development, maintenance, and annual tracking. 
• Valid North Carolina driver's license with good driving record 
• Must be insurable. 

The ideal candidate will also possess the following skills:

• Strong oral, written, and interpersonal communication skills
• Ability to work effectively with a wide range of constituencies in a diverse community 
• Knowledge of procedures in many areas, emphasis on board-related issues 
• Ability to maintain strict confidentiality of information 
• Ability to create, compose, and edit written materials; excellent grammar and composition skills 
• Ability to organize workflow, coordinate and prioritize activities for office and various boards 
• Proficiency in computer skills and relevant software; excellent typing skills with attention to accuracy and detail. 
• Ability to work independently, exercising appropriate judgment and discretion, and with minimal instruction 
• General knowledge of office procedures and techniques
• Historical experience with regulatory accreditation surveys/activities strongly preferred.