Administrative Project Coordinator

A Brief Overview

Performs high level, complex and confidential administrative services and support by coordinating, organizing and managing the day to day operations of the Vice President of Finance and Business Development Division.

What you will do

• Manages and coordinates the day to day division activities and performs high level, complex and confidential administrative / secretarial and project coordination activities. Handles administrative and project coordination matters in accordance with established timeframes and guidelines. Ensures confidentiality of information.
• Coordinates and manages the division office activities as needed to ensure the smooth and efficient operation. Exercises independent judgment within scope of responsibility in performing administrative and project coordination duties.
• Coordinates a variety of project planning and operational activities associated with business development initiatives carried out through workgroups of outside advisors and internal management.
• Organizes office work flow; prioritizes assignments and completes activities in a timely manner, conducts follow up as necessary. Assumes responsibility for assigned projects and follows through until completion.
• Keeps Vice President informed of any issues / concerns which require intervention.
• Monitors, responds to and distributes reports, minutes and communications as appropriate.
• Manages incoming calls and visitors.
• Handles general problems such as complaints or requests for information as appropriate.
• Provides research and administrative support to assigned committees and projects; assembles and analyzes data to prepare reports, minutes and documents; formats reports.
• Acts as a liaison to communicate messages, schedule meetings and disseminate information.
• Performs purchasing and budgetary activities; assures smooth operation of office equipment and monitors leases.
• Prepares and maintains required reports, records and files for operational, administrative, project and compliance purposes. Utilizes computer and information systems to enter, format and retrieve data, generate statistics, computations, tables, charts and graphs. Initiates, prepares and edits correspondence, communications, presentations and other documents. Records, transcribes and distributes materials, reports, etc.
• Manages and maintains Vice President’s schedule, appointments and travel arrangements.
• Maintains daily calendar proactively.
• Plans and coordinates conferences, meetings, etc.
• Provides administrative support to selected committees and project work groups.
• Handles administrative matters in accordance with established timeframes and guidelines. Responds to request for assistance.
• Schedules and arranges committee meetings. Ensures that proper notice of meetings and timely distribution of materials such as agendas and meeting minutes.
• Remains knowledgeable of the organization’s records and related materials, prepares and maintain minutes and retrieves documents as required.
• Interacts and works collaboratively with patient / family / hospital staff / media / government officials / executive staff in a customer responsive and courteous manner, in compliance with iRESPECT and Joint Commission standards and promoting patient / customer satisfaction to answer inquiries, provide information / assistance and coordinate activities.
• Supports the organization’s accreditation and regulatory survey procedures as directed.
• Maintains confidentiality of patient, department and / or hospital information. Adheres to established department and organization policies in releasing information (i.e. HIPAA, Confidentiality and Compliance Policies).
• Compiles and prepares various reports and data. Collates and assembles reports and documents as required. Reviews and verifies forms, reports and documents for accuracy and completion. Utilizes computer to enter and format data, generate statistics, computations, tables and charts.
• Maintains and retrieves documents, reference materials and files for administrative and compliance purposes.
• Completes required continuous training and education, including department specific requirements. Responds to problems / opportunities to improve work environment and participates in unit based performance improvement activities.
• Monitors and maintains budget records. Requisitions and maintains office supplies.

Qualifications

Physical Demands

Regional One Health is committed to diversity and inclusion. We are an equal opportunity employer including veterans and people with disabilities.

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