Administrative Coordinator-Admin Assistant- Corporate Office

at  St Elizabeth Physicians

JOB SUMMARY:

Reports to the Manager of Executive Administration, the Administrative Coordinator is primarily responsible for assisting the Administrative Team with correspondence, presentations, reception, providing customer service, answering telephones, scheduling, problem resolution, special projects and other duties as assigned.

REQUIRED SKILLS AND KNOWLEDGE:

Ability to manage and prioritize multiple tasks, knowledge of Excel, Word, Outlook and PowerPoint and the ability to learn other computer skills. Must have good organizational skills and work professionally with doctors, hospital administration and management, SEP employees and the public. Notary Public status a plus.

OTHER REQUIRED SKILLS AND KNOWLEDGE:

• Extensive knowledge of a variety of software programs including Microsoft Word, Excel, PowerPoint and Outlook.
• Experience with supply ordering and maintaining supply inventory.
• Experience in planning and coordinating meetings, functions and events.
• Experience in directing and assisting others in stressful situations in a calm and confident manner.
• Demonstrated ability to work successfully in a team-based decision-making culture.
• Demonstrated ability to work independently resulting in effective outcomes and on-time performance.
• Experience in planning and coordinating multi-disciplinary communications strategies, strategic initiatives, and events.
• Must respond and follow through to requests from customers promptly.
• Must work carefully and precisely with attention to detail.
• Must utilize resources wisely.
• Performs duties willingly and with initiative. Shares necessary information so co-workers can do the same.
• Cooperates with other departments and work groups.

EDUCATION:

Minimum: H.S. Diploma/GED
Preferred: Associate or higher-level college degree

YEARS OF EXPERIENCE:

3+ Years Administrative Experience in a fast-paced environment.

PRIMARY PURPOSE:

Reports to the Manager of Executive Administration, the Administrative Coordinator is primarily responsible for assisting the Administrative Team with correspondence, presentations, reception, providing customer service, answering telephones, scheduling, problem resolution, special projects and other duties as assigned.

DUTIES & RESPONSIBITIES:

• Supports SEP Administrative team and Director level management.
• Assists all visitors in a professional and friendly manner. b. Answers telephones within three rings and is helpful and friendly.
• Assist with HR and financial clerical functions.
• Transcribes and types correspondence and presentations as assigned. a. All work is completed and professional at time requested.
• Assists with maintaining a current filing system for various correspondence such as lease files, contracts, etc.
• Prompt and courteous handling of all incoming calls: a. Complete and accurate messages are taken and distributed. b. Discretion utilized.
• Processing all incoming and outgoing mail all in the same day: a. Opening b. Sorting c. Distributing d. Handling independently when appropriate.
• Meeting preparation to include scheduling, reminders, packet assembly and distribution, minutes and summaries. a. All materials are complete and delivered to Executive when requested. b. Minutes are thorough, yet concise, and complete within 48 hours of the meeting.
• Responsible for upkeep and maintenance of an organized supply closet. Supplies should be kept stocked at an appropriate level and easily located.
• Accurate and timely distribution of administrative requests.
• Conduct employment verifications for job applicants, as requested.
• Assist with planning, organizing and facilitating corporate functions.
• Schedule and organize personal and business meetings and events. These may be calendared in an Outlook venue or use of a personal planner. a. Must be able to proactively arrange and coordinate routine and complex appointments pertaining to the executives calendar and maintain follow-up to ensure deadlines are met. b. Must be able to schedule associated travel arrangements. c. Must be able to schedule meeting/event locations, food, and the preparation of notices, agendas and minutes. d. Responsible for scheduling the administrative conference rooms.
• Accurate and timely preparation, copy and distribution of correspondence, as needed.
• Maintain office equipment in operating condition.
• Carry out duties enthusiastically with little direction and supervision.
• Must be able to utilize complete confidentiality. It is important to take all steps to ensure no unauthorized disclosures occur.