Office Coordinator, Transformation – Systems Due Diligence – Full Time 8 Hour Days (Non-Exempt) (Non-Union) – (Los Angeles, California, United States)

The Office Coordinator, Transformation, is responsible for providing clerical, administrative, analytical support and assistance to the administrative team consisting of director, manager and/or physicians. He/she performs operational analysis to determine the administrative needs of the department. This position will serve as a knowledgeable point of contact for incoming communications in providing world class customer service at all times. The position requires day-to-day team interaction with, liaison between, and coordination of a wide range of internal and external constituencies involved in program activities. The Office Coordinator will organize data analysis for the program using data from the organization. The coordinator will be responsible for completing reports daily, weekly, monthly and/or annually to showcase the growth and benefits of the program across the organization. This will include team data reports and productivity. It is expected that the coordinator will be dedicated to the mission of our work and will take independent initiative to ensure all work is completed on time.

The Office Coordinator provides departmental support to multiple divisions of the Patient Accounting Department by performing general business office support tasks. Tasks include daily review of processing mail correspondence for our collection staff. The Office Coordinator assists with pulling and submitting medical record requests to insurance or payers. Responsible for assigned worklist and maintaining patient account updates including: PBAR, Aeos, Cerner, and current claims editor. Coordinates approvals for all patient refund requests which include review and validation to ensure documents are accurate for approval and returned checks. The Office Coordinator also assists with our Research Department by invoicing Non Industry trial claims, creating new accounts for billable insurance charges, and tracking denials returned from CTU. Responsible for additional adhoc tasks including vendor management.

Essential Duties:

  • Supports the department supervisor by validating the daily assigned tasks are completed timely and accurately.
  • Coordinate and schedule complex work groups across different departments in the health system.
  • Manage and maintain print materials for community physician recruitment
  • Create and maintain spreadsheets and tables, utilizing functions (formulas) and manipulating the data to retrieve desired information.
  • Responsible for composition, typing, proofing and appropriately disseminating a variety of materials, e.g., correspondence, memos, reports, etc. pertinent to the functions of the transformation office as directed.
  • Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
  • Responsible for functioning as liaison between the integration office, key members of the Keck Medicine Team, Faculty and staff, as well as representatives from institutions we are affiliated or pursuing affiliation.
  • Ensure technology is used correctly for all operations.
  • Maintains a safe environment in accordance with standards, policies and safety regulations.
  • Ensures compliance with infection control policies.
  • Provides administrative/secretarial support to the Integration Team. Participates in the preparation of special projects and performs diverse administrative and secretarial functions.
  • Accommodates to changes in workload within the department by assisting others.
  • Works with various hospital personnel to resolve concerns.
  • Performs other duties as assigned.

Required Qualifications:

  • Req High School or equivalent
  • Req 3-5 years In related field
  • Req Ability to manage multiple projects.
  • Req Knowledge of Principles and practices of office management, modern office equipment and software applications.
  • Req Requires effective written and oral communications, judgment and tact and a broad understanding of policy and procedures.
  • Req Ability to show strong attention to detail.
  • Req Ability to perform at high levels in a fast paced ever-changing work environment and successfully adapt to changing priorities and work demands.
  • Req Experience with creating presentations.
  • Req Must have excellent verbal and written communication skills (including the ability to speak, read and write English proficiently.)

Preferred Qualifications:

Required Licenses/Certifications:

  • Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)


The hourly rate range for this position is $25.00 – $39.69 When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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