About Shirley Ryan AbilityLab

Shirley Ryan AbilityLab is the global leader in physical medicine and rehabilitation for adults and children with the most severe, complex conditions. By joining our team, you will be part of our life-changing Mission and Vision. You’ll work in a truly inclusive environment where diversity and equity are championed through words and actions. You’ll contribute to an innovative culture that is second to none, one that embraces curiosity, discovery and compassion. You’ll play a role in something that’s never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes — as we Advance Human Ability, together.

General Summary

The Flex Staff Coordinator will analyze, organize and direct office operations and procedures such as record keeping, preparation of payroll, information management, filing systems, requisition of supplies, customer service, scheduling and other clerical services. Responsible for efficiently managing workflow, scheduling and coverage for assigned flex staff.  Supervises up to 50 flex staff from various role backgrounds.

The Flex Staff Coordinator will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.

The Flex Staff Coordinator will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, and Commitment to Excellence) while fulfilling job duties.

Required Skills

Principal Responsibilities

The Flex Staff Coordinator will:

1. Analyze the flow of administrative and other assigned non-clinical work for department/operating group by establishing priorities, assigning and distributing workload and monitoring performance to ensure the efficient completion of assigned tasks and projects.
2. Participate in the hiring, training, annual performance review and work assignment of clinical and non-clinical staff.  Maintain personnel records for assigned staff.
3. Analyze, research, and develop systems and procedures for record keeping, retrieval and reporting. Prepare complex activity reports for guidance of management.
4. Develop, review and update departmental/operating group policies relevant to assigned responsibilities. Interpret and direct staff to appropriate policy and procedural resources. Set and model department/operating group standards for behavior and productivity.
5. Perform task of assessing complex needs and problem solving, assessing complex situations, requests or emergencies. Resolve most issues independently or utilizing other resources, ensure that needs are met. Customer service activities include reception, answering the telephone, responding to call lights, including emergencies, and greeting internal and external customers.
6. Perform basic to complex record keeping and file maintenance tasks such as gathering, sorting, and filing materials and data. Identify need for and prepare plans for new files, filing systems and databases to ensure The Joint Commission and departmental guidelines. Process, verify and correct Human Resources documentation. Process non-reimbursable/reimbursable license requests, ensuring current professional licenses are on file and following up on missing information.
7. Perform basic to complex bookkeeping functions including entering charges into computerized billing system, completing independent medical evaluations and other direct billing forms, completing and processing petty cash, travel and business expense, and license renewal reimbursements requests, including assigning accounts. Assist in the development of the annual budget and monitor assigned expense and income accounts including tracking, investigating, reporting and resolving variances.
8. Perform a wide variety of complex typing and word processing tasks such as forms, form letters, correspondence, memos, lists, CV, presentations including outline, handouts and slide templates, articles and lengthy bibliographies and other reports using standard institute software of the institute and/or specific software required by the assignment.
9. Schedules meetings, appointments, conferences, and travel arrangements, by preparing and distributing materials and coordinating meeting logistics such as needed. Attends meetings and composes minutes.
10. Monitors supplies, equipment, and forms, determining appropriate levels of inventory, researching vendors, and tracking and deliveries.
11. Performs reception activities including answering the phone and greeting internal/external customers, determining the nature of the need or request, securing appropriate resources, and following-up to insure needs are met.
12. Manages payroll functions for Allied Health Flex Staff.
13. Completes data reporting for Allied Health Flex Staff usage.
14. Performs all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.

Reporting Relationships

1. Reports directly to the Associate Director Flex Staff, Interpreter Services, & Wheelchair Seating Center

Required Experience

Knowledge, Skills & Abilities Required

1. Associates Degree in business or office management required. Bachelor’s degree preferred.  Plus the equivalent of two to three years office or clinical management experience including supervision of staff.
2. High level of proficiency in keyboarding skills, and application of a variety of complex computer PC software, including word processing, spreadsheets, e-mail, and databases. Ability to use office equipment (photocopying, fax machine, Dictaphone, calculator, multiline telephone, etc.). Proficiency in Microsoft applications: intermediate level skills in the use of Outlook, Word, and Excel; basic level skills in the use of PowerPoint.
3. Math ability to calculate figures and amounts such as discounts, commissions, percentages and volume. Ability to apply basic accounting principles, such as balance sheets, debits and credits.
4. Strong interpersonal, written and verbal communication skills necessary to interact on a daily basis with internal and external customers and ability to direct staff. Ability to read, analyze and interpret data in order to effectively present information and respond to questions from groups of internal and external customers. Ability to write reports and general business correspondence.
5. Analytical ability needed to prepare complex financial, budget and other reports, and other pertinent documents and department records.
6. Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks and provide leadership.
7. Ability to exercise independent judgment in assigned area of responsibility.
8. Ability to collaborate effectively in a team setting in order to maximize quality and efficiently of operations.

Working Conditions

1. Normal office environment with little or no exposure to dust or extreme temperature.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Shirley Ryan AbilityLab is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Principal Responsibilities

The Flex Staff Coordinator will:

1. Analyze the flow of administrative and other assigned non-clinical work for department/operating group by establishing priorities, assigning and distributing workload and monitoring performance to ensure the efficient completion of assigned tasks and projects.
2. Participate in the hiring, training, annual performance review and work assignment of clinical and non-clinical staff.  Maintain personnel records for assigned staff.
3. Analyze, research, and develop systems and procedures for record keeping, retrieval and reporting. Prepare complex activity reports for guidance of management.
4. Develop, review and update departmental/operating group policies relevant to assigned responsibilities. Interpret and direct staff to appropriate policy and procedural resources. Set and model department/operating group standards for behavior and productivity.
5. Perform task of assessing complex needs and problem solving, assessing complex situations, requests or emergencies. Resolve most issues independently or utilizing other resources, ensure that needs are met. Customer service activities include reception, answering the telephone, responding to call lights, including emergencies, and greeting internal and external customers.
6. Perform basic to complex record keeping and file maintenance tasks such as gathering, sorting, and filing materials and data. Identify need for and prepare plans for new files, filing systems and databases to ensure The Joint Commission and departmental guidelines. Process, verify and correct Human Resources documentation. Process non-reimbursable/reimbursable license requests, ensuring current professional licenses are on file and following up on missing information.
7. Perform basic to complex bookkeeping functions including entering charges into computerized billing system, completing independent medical evaluations and other direct billing forms, completing and processing petty cash, travel and business expense, and license renewal reimbursements requests, including assigning accounts. Assist in the development of the annual budget and monitor assigned expense and income accounts including tracking, investigating, reporting and resolving variances.
8. Perform a wide variety of complex typing and word processing tasks such as forms, form letters, correspondence, memos, lists, CV, presentations including outline, handouts and slide templates, articles and lengthy bibliographies and other reports using standard institute software of the institute and/or specific software required by the assignment.
9. Schedules meetings, appointments, conferences, and travel arrangements, by preparing and distributing materials and coordinating meeting logistics such as needed. Attends meetings and composes minutes.
10. Monitors supplies, equipment, and forms, determining appropriate levels of inventory, researching vendors, and tracking and deliveries.
11. Performs reception activities including answering the phone and greeting internal/external customers, determining the nature of the need or request, securing appropriate resources, and following-up to insure needs are met.
12. Manages payroll functions for Allied Health Flex Staff.
13. Completes data reporting for Allied Health Flex Staff usage.
14. Performs all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.

Reporting Relationships

1. Reports directly to the Associate Director Flex Staff, Interpreter Services, & Wheelchair Seating Center