• Monitor multiple inboxes to triage and respond to client questions and concerns • Perform ad hoc payment, invoice management, file management, etc • Manage a calendar including scheduling, meetings, and travel arrangements • Serve as a contact between employees, clients, and external partners • Prepare/ edit correspondence, communications, presentations, reports, and other docs • Coordinate meetings, set agendas, take minutes, and prepare follow ups / action items • Perform other ad-hoc tasks with limited instruction as needed • Assist with project management tasks (track deadlines/ coordinate to ensure success) • Assist with business administrative and personal tasks as needed • Create SOPs and other documentation as needed

• Prepares and assembles medical record documentation/charts for physician • Ensures medical record compliance by self-documentation attestation • Updates patient history, physical exam, and other pertinent health information in the patient • Prepares and sends all documentation to physician for review and approval via authentication of detailed data entry and facility-specific procedures • Monitors the duration of basic lab results and screening procedures • Complies with hospital and medical facility policies, including those relating to HIPAA and Joint Commission • Performs other clerical duties and tasks to improve provider productivity and clinic workflow as assigned • Demonstrate understanding necessary to assess, review and apply criteria

• Manage executive calendars, inboxes, appointments, and scheduling priorities • Track projects, deadlines, action items, and business initiatives • Organize operational workflows and ensure tasks are completed on time • Follow up with leadership regarding outstanding priorities and commitments • Create schedules, templates, tracking systems, and operational documentation • Support business launch initiatives and ongoing operational growth • Coordinate communication with marketing vendors and external partners • Answer incoming calls and respond to scheduling inquiries • Schedule appointments and manage calendar workflows • Assist patients with administrative questions and appointment coordination • Process payment checks and assist with deposit tracking • Provide professional and compassionate customer service • Support front desk operations as patient volume grows • Upload lab requisitions into the EMR system • Process prescription faxes and administrative clinical paperwork • Organize insurance forms and supporting documentation • Track medication fulfillment and distribution workflows • Maintain workflow sheets, patient tracking logs, and operational records • Ensure documentation accuracy and quality control across administrative processes • Assist with telehealth workflow coordination and patient management • Support EMR documentation and healthcare administrative systems • Help maintain efficient operational processes that support patient care delivery • Coordinate between providers, patients, laboratories, pharmacies, and vendors when needed

Executive Coordinator - Full-time, Fixed Term position (12 months) - Salary HEW Level 6 ($93,891 - $101,633) + 17% Superannuation and Flexible Working Arrangements - Based at the Melbourne CBD campus, and hybrid ways of working About the Role The Executive Coordinator provides administrative, coordination and project support to Executives of the ODVC in the College of Design and Social Context and plays an important role in the smooth day-to-day running of the Office. This is a varied and fast-paced opportunity within a collaborative team of Executive Assistants and Coordinators. We welcome applications from experienced administrators or coordinators who are ready to step into a broader executive support role and bring a proactive approach, strong organisational skills, flexibility and a willingness to learn. While the role has clearly assigned responsibilities, it supports multiple senior leaders across the College Office as needed to ensure continuity and effective functioning of the Office. Under the direction of the Principal Advisor, the Executive Coordinator will: - Provide high quality executive assistance, including but not limited to diary management, travel coordination, procurement and financial administration; - Provide secretarial and operational support to Executive members of the ODVC which may include coordination of committees and meetings, preparation and distribution of papers, minute-taking and action items follow-up; - Support the ODVC's operations, projects and initiatives, communications and events - Provide office management and records management support. This is a dynamic, multi-faceted and fast-paced role which requires a high degree of judgment, discretion and professionalism. Collaborating closely with senior staff across the DVC Office portfolios, Schools and Enterprise portfolios, this role would suit a highly organised, proactive and collegial individual who is adaptable and confident working in a dynamic environment. You may already have experience in executive support, or you may be looking to step up from an administrative or coordination role and bring strong initiative, sound judgment and a flexible approach. To be successful in this position, you'll have: - Demonstrated experience in a senior administrative role with the ability to work independently, show initiative and willingness to learn. - Excellent interpersonal and communication skills (both written and oral) with the proven ability to prepare high quality documentation, presentations, meeting papers and professional communications. - Demonstrated planning and organisational skills, and proven ability to prioritise tasks and meet strict deadlines with exceptional attention to details and accuracy in a fast-paced environment - High level of professionalism, discretion and diplomacy to deal with sensitive and complex issues while maintaining strict confidentiality. - Demonstrated experience supporting and contributing to projects and initiatives. - Ability to work effectively in a collaborative team environment and contribute positively to group outcomes. - Commitment to RMIT's values, including respect for diversity, inclusion and reconciliation with Indigenous communities About the Office of the Deputy Vice Chancellor in the College of Design & Social Context (ODVC) The Office of the Deputy Vice Chancellor (ODVC) provides strategic, operational and administrative support to Executives of the ODVC comprised of the ADVC Learning, Teaching and Quality, ADVC Research and Innovation, ADVC Engagement and General Manager, Operations. The ODVC is a coordinated function that supports governance processes, strategic planning, projects and initiatives, and reporting against key University and College objectives. Please Note: Appointment to this position is subject to passing a Working with Children and National Police Check. To Apply Please submit your CV and covering letter addressing your suitability for this position by clicking on the 'Apply' link at the top of this page. For further information about this position, please see the Position Description hyperlinked below or contact Emily Kaye via email emily.kaye@rmit.edu.au. Position Description - Executive Coordinator Please note, if you are viewing this advert from an external site, please click 'apply' and you will be redirected to RMIT's Jobs website to access the Position Description at the bottom of the page. Due to recent upgrades, position description links may not work on LinkedIn advertisements. #LI-Hybrid Applications Close: 14 June 2026 11.59 pm RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community, and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community. In line with RMIT University's commitment to a safe, respectful and inclusive environment, from 1 January 2026, the University will also consider gender-based violence (GBV) risk factors as part of our recruitment processes. All applicants will be required to complete a gender‑based violence declaration in accordance with the National Higher Education Code to Prevent and Respond to Gender-based Violence. Preferred candidates will also be required to undertake relevant pre‑employment background checks, including Working With Children Checks. Information provided will be treated confidentially and considered only for its relevance to the role and RMIT's safety obligations. At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT (including alternate formats of application forms). To discuss adjustment requirements, please contact Dani, via talentsupport@rmit.edu.au or visit our Careers page for more contact information - https://www.rmit.edu.au/careers. We are a Circle Back Initiative Employer - we commit to respond to every applicant.