Administrative Coordinator

Position Summary:

• Provide general administrative and clerical support for assigned subsidiary business units.
• Facilitate departmental operations with administrative skills utilizing effective communication, collaboration, document management, and excellent customer service.

Essential Duties and Responsibilities

The following description is a general representation of the key duties and responsibilities of the position.

• Perform a broad spectrum of administrative support functions for assigned department including preparing correspondence, scheduling meetings, data entry, producing special reports/presentations, facilitating internal communications, etc.
• Assist with scheduling, coordination, preparation and communication of meetings. Participate in assigned meetings and prepare agendas and minutes.
• Coordinate and disseminate board materials for subsidiary boards and subsidiary board committees. Attends subsidiary board meetings and prepare minutes for review by relevant management. Serve as a liaison to board managers for all related activities.
• Manage office functions for department including supply and equipment inventory and ordering.
• Function as a central communication and access point in working with community partners.
• Prepares mailings for distribution.
• Collect and prepare monthly department dashboard information.
• Prepare documents for grant submission or audit functions.
• Maintain files, records, and correspondence for department.
• Process registration and make travel arrangements for seminars and special events for assigned individuals.
• Assist with special events and outreach efforts.
• Assure the timely processing of various office communications (email, phone calls, mail, facsimiles etc.). Route documents for approval.
• Provides administrative support to department management teams as identified by supervisors; manages the follow-up and collection of information.
• Conducts client confirmation calls for department.
• Serve as chief editor for the department newsletter.
• Lead special projects.

Other Functions and Responsibilities:

Provide support and serve as backup resource for Benjamin Rose receptionist, intake function and Executive Office Administrator.

Qualifications:

Specific knowledge, training or skills required to perform the duties of this position including specific courses, training programs or required certifications. The requirements listed below are representative of the knowledge, skills and abilities required for the position.

Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.

• High school diploma or equivalent.
• Minimum of two years administrative experience.
• Strong computer proficiency with understanding of Windows office products and other applications.
• Interpersonal skills: demonstrated ability to effectively work with the public, patient population and employees at all organizational levels.
• Requires multitasking, critical thinking skills, decisive judgment and the ability to work with minimal supervision in highly interactive team environment.
• Ability to maintain strict confidentiality.
• Basic budget and accounting control skills.
• Strong written and oral communications skills, time management and organizational skills with demonstrated attention to detail and accuracy.

Essential Physical Demands and Working Environment

(The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.)

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, keyboard and telephone.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting is required, up to 25 pounds.
• Regular, predictable attendance is required.
• Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
• Ability to work in a confined area.
• Ability to sit at a computer terminal for an extended period of time.
• Work environment is stressful at times.
• Works on-site/in-person five days a week, to support the work of the department.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Other functions may be assigned, and management retains the right to add or change the duties at any time.

REPORTS TO AND EVALUATED BY:

Department Vice President