What are the responsibilities and job description for the Senior Administrative Coordinator position at Arizona Liver Health?
About Us:
Arizona Liver Health (ALH) is dedicated to driving high standards of care and advancing medical innovation through leading clinical trials, ensuring patient safety and regulatory compliance, and generating high-quality clinical data. Our network of multiphase, multitherapeutic research, standard of care, and VEN Centers sites is staffed by skilled providers, research, clinic, pharmacy, and patient outreach professionals. ALH operates state-of-the-art facilities and programs to meet the evolving needs of clinical research and overall patient treatment.
Title: Senior Administrative Coordinator - Business Operations
Status: Full-time, Exempt
Salary: $70,000 - $85,000 annually, depending on experience
Job Summary:
We are seeking a highly organized and detail-oriented Senior Administrative Coordinator to support our operations and executive team. This multifaceted role will emphasize property management, supply ordering, inventory management, facilities coordination, and executive support to the Director of APMO and C-level executives, as well as the management of internal company events. The ideal candidate will possess exceptional Excel skills and demonstrate strong interpersonal abilities, strategic thinking, and a passion for fostering a positive and collaborative workplace.
Essential job functions/duties
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Onsite role -- Clinic and office settings
Physical demands
Must have valid documentation and authorization to work in the U.S.
Benefits & Perks:
Affirmative Action/EEO statement
It is the policy of the Institute for Liver Health DBA Arizona Liver Health and Arizona Clinical Trials to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Other responsibilities may be communicated directly by the reporting manager/supervisor. Duties, responsibilities, and activities may change at any time with or without notice.
Notice to Staffing Agencies: It is our policy that any and all contact with third party staffing or recruitment vendors come through our Talent Acquisition Team directly. We have an established and preferred network of contracted partners that we engage if and when we deem it necessary. We request that staffing agencies refrain from repeatedly contacting our hiring managers or employees directly. Unsolicited resumes, onsite solicitations, and inquiries will not be considered or responded to. Overly persistent or forceful inquires may also be blocked across our network at the domain level as spam. Thank you for your understanding.
Arizona Liver Health (ALH) is dedicated to driving high standards of care and advancing medical innovation through leading clinical trials, ensuring patient safety and regulatory compliance, and generating high-quality clinical data. Our network of multiphase, multitherapeutic research, standard of care, and VEN Centers sites is staffed by skilled providers, research, clinic, pharmacy, and patient outreach professionals. ALH operates state-of-the-art facilities and programs to meet the evolving needs of clinical research and overall patient treatment.
Title: Senior Administrative Coordinator - Business Operations
Status: Full-time, Exempt
Salary: $70,000 - $85,000 annually, depending on experience
Job Summary:
We are seeking a highly organized and detail-oriented Senior Administrative Coordinator to support our operations and executive team. This multifaceted role will emphasize property management, supply ordering, inventory management, facilities coordination, and executive support to the Director of APMO and C-level executives, as well as the management of internal company events. The ideal candidate will possess exceptional Excel skills and demonstrate strong interpersonal abilities, strategic thinking, and a passion for fostering a positive and collaborative workplace.
Essential job functions/duties
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Property/Facilities Coordination:
- Support the day-to-day operations of company facilities, ensuring they are well-maintained and comply with health and safety regulations.
- Coordinate regular inspections and maintenance activities, scheduling service providers for plumbing, electrical, HVAC, janitorial, and landscaping needs.
- Manage lease agreements, monitor compliance with terms, and maintain accurate records of all property-related documentation.
- Develop and implement property management strategies that optimize the use of space and resources, including office layouts and employee work environments.
- Collaborate with Facilities and IT to send out RFPs and review quotes for services from 3rd party vendors, and build out financial comparison spreadsheet of multiple RFPs.
- Coordinate office space planning and configuration projects, including employee relocations and new hire onboarding processes, along with owning the staff seating charts.
- Develop and maintain emergency procedures and safety protocols for the office, ensuring all staff are trained and informed.
- Supply Ordering & Inventory Management:
- Establish and maintain an efficient inventory management system for office supplies, breakroom snacks, and other essential items, ensuring stock levels meet operational needs.
- Conduct regular audits of inventory and supply usage to identify trends, manage costs, and prevent shortages.
- Build strong relationships with vendors to negotiate favorable pricing and delivery terms, ensuring high-quality service and products.
- Implement a streamlined process for supply requests, including approval workflows and tracking mechanisms to enhance accountability.
- Executive Support:
- Provide high-level administrative support to the Director of APMO and C-level executives, managing complex calendars, scheduling meetings, and organizing travel itineraries.
- Prepare and distribute meeting agendas, ensure timely dissemination of materials, and take detailed minutes, summarizing discussions and action items.
- Help compile and build presentations regarding data and reports for executive meetings, synthesizing information from various departments to inform strategic decision-making.
- Assist in drafting correspondence, presentations, and other documents, ensuring high-quality and professional output.
- Administrative Collaboration:
- Develop and manage internal company newsletters (quarterly and monthly).
- Foster effective communication and collaboration across departments to support organizational initiatives and enhance team productivity.
- Organize inter-departmental meetings and workshops, facilitating discussions that promote knowledge sharing and collective problem-solving.
- Serve as a bridge between executive leadership and staff, ensuring alignment on priorities and organizational goals.
- Develop and maintain standard operating procedures (SOPs) for administrative tasks, ensuring consistency and accountability across the team.
- Event Coordination:
- Plan, organize, and execute internal company events, including the End of Year Party, annual family BBQ, and other team-building activities.
- Manage all logistics for events, including budget management, venue selection, catering arrangements, entertainment, and materials preparation, ensuring a seamless and enjoyable experience for all participants.
- At least three (3) years of Administrative Assistant experience supporting leadership positions (Director-level or VP) for small to mid-size companies (100-500 employees preferred).
- At least one (1) year of project management experience preferred.
- Proven experience in an administrative role, with a focus on property management and executive support.
- Exceptional Excel skills, with the ability to create comprehensive reports.
- Strong organizational skills with the ability to manage multiple priorities and projects simultaneously.
- Excellent communication and interpersonal skills, with a customer service-oriented mindset.
- A proactive and empathetic approach to problem-solving, with a strong ability to build positive relationships within the team and across the organization.
- Proficiency in Microsoft Office Suite and experience with project management and inventory software preferred.
- Bachelor's Degree in Business Management, Communications, or related field preferred
- Valid state driver's license in good standing without a suspension or conviction is required
- None
Onsite role -- Clinic and office settings
Physical demands
- Able to lift at least 50 lbs.
- Able to sit for long periods (at least 75%)
- Able to type and do computer work for long periods
- Some interoffice travel is required with use of company vehicle or mileage reimbursement
Must have valid documentation and authorization to work in the U.S.
Benefits & Perks:
- Health, Dental, Vision (with HSA plans and employer contribution)
- PTO
- Continuing Education reimbursement
- 5 Days Sick Time
- 401K with 6% company match
- Short & Long Term Disability
- Educational Assistance
- Must have valid documentation and authorization to work in the U.S. for any employer
Affirmative Action/EEO statement
It is the policy of the Institute for Liver Health DBA Arizona Liver Health and Arizona Clinical Trials to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate.
Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Other responsibilities may be communicated directly by the reporting manager/supervisor. Duties, responsibilities, and activities may change at any time with or without notice.
Notice to Staffing Agencies: It is our policy that any and all contact with third party staffing or recruitment vendors come through our Talent Acquisition Team directly. We have an established and preferred network of contracted partners that we engage if and when we deem it necessary. We request that staffing agencies refrain from repeatedly contacting our hiring managers or employees directly. Unsolicited resumes, onsite solicitations, and inquiries will not be considered or responded to. Overly persistent or forceful inquires may also be blocked across our network at the domain level as spam. Thank you for your understanding.
Salary : $70,000 - $85,000
