Clinic Coordinator

General Statement of Duties Forsyth County Public Health is seeking a Clinic Coordinator for supporting the daily operations of Public Health and Clinical Services. Responsibilities will include coordinating medical supply orders, monitoring inventory, maintaining adequate stock levels across clinics, communicating with vendors, and ensuring supplies are available to support uninterrupted patient care. This position also serves as a liaison between clinic staff, patients, and administration to help address concerns, improve communication, and promote a positive patient experience. Additional responsibilities include providing administrative support to the Assistant Health Director of Clinical Services, coordinating meetings, preparing agendas and meeting minutes, managing correspondence, tracking follow-up items, and assisting with special projects and operational initiatives.

Positives and Opportunities This position offers the opportunity to play an important role in supporting clinic operations and ensuring staff have the supplies, resources, and administrative support needed to provide quality patient care. The successful applicant will work closely with clinical staff, vendors, and departmental leadership in a collaborative environment. The role offers variety, opportunities to build relationships across multiple clinical programs, and the satisfaction of contributing to services that directly benefit the community. The position also provides opportunities to develop skills in healthcare administration, inventory management, communication, and operational coordination.

Challenges and Expectations This position requires strong organizational skills, initiative, flexibility, and the ability to manage competing priorities in a fast-paced clinical environment. The successful applicant must be comfortable responding to changing operational needs, coordinating multiple supply orders, communicating with staff and vendors, addressing concerns professionally, and handling confidential information appropriately. Although primarily administrative and operational, the position requires frequent interaction with staff and patients, attention to detail, independent problem-solving, and the ability to adapt to the evolving needs of the department.

Work Schedule: Monday through Friday, 8:00 am until 5:00 pm Distinguishing Features

A successful candidate should have the following knowledge, skills, and abilities:

Administrative and Organizational Skills:

• Ability to coordinate meetings, prepare agendas, document meeting minutes, manage correspondence, and assist with special projects.
• Strong organizational and time-management skills to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Attention to detail and accuracy in maintaining records, tracking orders, and completing administrative tasks.

Medical Supply and Inventory Management:

• Ability to monitor inventory levels, maintain adequate clinic supplies, and anticipate ordering needs.
• Knowledge of purchasing procedures, purchase requests, vendor coordination, and order tracking.
• Ability to communicate with vendors, obtain product information and quotes, and resolve order discrepancies.
• Ability to maintain accurate inventory records and ensure compliance with established purchasing procedures.

Communication, Customer Service, and Interpersonal Skills:

• Ability to communicate effectively and professionally with clinic staff, patients, vendors, and leadership.
• Strong customer service skills and the ability to address patient concerns and support positive patient experiences.
• Ability to facilitate communication between staff and patients, identify concerns, and assist with resolving issues.
• Ability to collaborate with multidisciplinary teams and maintain confidentiality and professionalism.

Problem-Solving, Leadership Support, and Adaptability:

• Ability to identify operational challenges, anticipate departmental needs, and recommend practical solutions.
• Ability to provide administrative and operational support to the Assistant Health Director of Clinical Services.
• Ability to work independently, exercise sound judgment, and take initiative in completing assigned responsibilities.
• Ability to adapt to changing priorities, manage competing demands, and support efficient clinic operations.

Minimum Education and Experience Graduation from High School, GED or Associate's Degree and at least two years of Office/Clerical work experience.

A valid driver's license is required to drive a county vehicle to attend offsite events and for other work-related travel.

A higher education level may be considered as a substitution for all or part of the experience. Essential Duties and Responsibilities

Essential duties and responsibilities include but are not limited to:

Clinical Services:- The employee is responsible for managing and maintaining clinic's medical supply inventory.

• Place orders for needed clinical supplies and send confirmation that the order has been placed to staff.
• Knowledgeable of finance and purchasing policies and procedures including purchase orders to ensure orders and purchasing are done correctly.
• Knowledgeable of the following software: MS Word, Excel, PowerPoint, Publisher, word processing and Spreadsheets.
• Submit invoices to Finance department and will collect and sort all invoice, credit, bill, and order statements.
• Distribute mail to clinical services and keeping outgoing mail organized and getting it ready to be sent out. Deliver boxes to clinical services.
• Be aware of clinical activities and help find ways to ensure positive patient experiences.

Coordination of Services:

• Assist with coordinating onsite and offsite events to include logistics, media, provision of supplies etc.
• Works with Medical Director to coordinate onboarding of fellows.
• Assist with coordinating technical needs between clinic staff and MIS.

Reception Coverage:

• The employee is responsible for providing back up coverage to the receptionist area in Personal Health Services and Preventive Health Service.
• The employee should be able to support Personal Health Services and Preventive Health Service area by being the initial contact for visitors (vendors, community agencies, representative, and patients), callers or direct visitors with directions to the appropriate staff or area.
• The employee is responsible for accepting deliveries for the Department of Public Health services.
• The employee is expected to record deliveries onto the delivery log and notifying addressee via email and phone of delivery.
• The employee is expected to keep workstation area neat, clean, and tidy.
• Monitoring e-faxes and assigning to program when needed.

Stock:

• The employee is responsible to maintain the copy rooms, replenish paper, toner in copier and printers, provide technical support and call for service for printers and copiers.
• Making sure the area is stocked with paper and supplies by restocking items and making note of inventory shortages when needed and keeping workstation areas neat and clean.

Administrative Support:

• Uses a personal computer and a variety of office software applications including Microsoft and Google applications, including word processing, email, and file management. May create PowerPoint presentations and use Access or other databases.
• Ensure Personal Health & Clinical Services is organized and supplied with essential office supplies.
• Assist Assistant Health Director with logistics of scheduling in-service trainings and other meetings for the department.
• Complete meeting minutes.
• Assist with interview scheduling and interview packets.
• Coordinate files for Standing Orders and Policies.

Benefits

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