Administrative Coordinator

Provides support for leadership positions and a division or department by coordinating administrative work, projects and staff.  Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities:

• Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, which can be refer to other managers or when possible, resolves the situation.

• Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.

• Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.

• Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.

• Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.

• Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.

• Completes department-specific responsibilities which are documented at the local level.

Required Qualifications:

• High School diploma or GED required. Associate's degree preferred.

• 3-5 years related work experience required.

• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies:

• Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

• Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

• Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.

• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

• Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.

• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.