ADMINISTRATIVE COORDINATOR II

At Cooper University Health Care, our commitment to providing extraordinary health care begins with our team. Our extraordinary professionals are continuously discovering clinical innovations and enhanced access to the most up-to-date facilities, equipment, technologies and research protocols. We have a commitment to our employees to provide competitive rates and compensation programs. Cooper offers full and part-time employees a comprehensive benefits program, including health, dental, vision, life, disability, and retirement. We also provide attractive working conditions and opportunities for career growth through professional development.

Discover why Cooper University Health Care is the employer of choice in South Jersey.

The Administrative Coordinator II provides comprehensive administrative support to the institute leadership and staff within the Women and Children's Institute.

This role is pivotal in ensuring the efficient operation of daily activities, facilitating communication across departments, and supporting the delivery of high-quality patient care.

Provide high-level administrative support to all Physicians and Advanced Practice Providers (APPs) within assigned divisions.

Responsibilities include managing calendars, coordinating schedule changes, booking conference travel, organizing on-call assignments, submitting reimbursements, supporting presentations and special projects, maintaining provider files, processing legal and licensure requests, and managing bump lists for appointments under 30 days.

PTO and Schedule Management:

Track and submit Paid Time Off (PTO) requests for all providers, ensuring alignment with clinic coverage and schedule demands.

Follow up on PTO submissions to ensure accuracy and timely leadership approval.

Serve as the primary point of contact for key internal and external partners, including the PAC, Ambulatory Call Center, ambulatory leadership and staff, Institute leadership, Patient Relations, and special programs such as Hero Care and Operation Allies. Facilitate clear, timely, and effective communication across all stakeholders.

Meeting Coordination and Communication:

Attend and document minutes for division- and department-level meetings.

Ensure timely dissemination of meeting summaries, action items, and follow-up communication to all relevant attendees.

Maintain Outlook calendars for assigned leadership, coordinate meetings, manage conference room calendar, assist with staff recruiting as needed, and assist with department request for service (e.g. ordering new equipment, set up of equipment, access to departmental programs, etc.).

Liaison to Medical Staff office for all Physician medical staff credentialing issues.   

• Submit all licenses and credentialing documentation as it is renewed
• Communicate with Medical staff for any credentialing needs
• Process and track all evaluations, appointments and reappointment applications for the department.
• Maintain Licenses and database for Physicians and Nurse Practitioners.

Liaison to Health System Credentialing Department 
• Assist with all managed care applications for surgery Nurse Practitioners and Physicians.  
• Receive, distribute and monitor all managed credentialing applications for department.  

Promptly escalate operational concerns, provider-related issues, patient complaints, and other critical matters to appropriate leadership for timely intervention and resolution.

Provide daily assistance in all master scheduling duties 

• Enter special appointments
• Adjust Physician and Nurse Practitioner schedules
• Create schedules and templates

Physician Call schedules:
• Input monthly Physician call schedules and changes into Amion system for all divisions in department.

Assist with gathering miscellaneous data from clinical departments for use in financial analysis, budgets, and CUP policy development.

Interpreting Services – process incoming invoices and allocate to division/location level. Track actuals spend v. budget

Performs all related duties or special projects as assigned/required.

Minimum 3-5 years administrative experience.

High School Diploma required.

Associate's degree preferred.

Communication – Ability to communicate with patients, visitors and coworkers

Microsoft proficiency (Excel, Word, PowerPoint)

EPIC experience - Preferred 

Ability to multitask, prioritize responsibilities, and work independently in a fast-paced healthcare environment.