Administrative Coordinator, Operations

1 month ago

Saint Louis, United States Affinia Healthcare Full time
Job DescriptionJob Description

POSITION SUMMARY: This position provides administrative and secretarial support to the Senior Team Vice Presdients. In addition to typing, filing, and scheduling, performance duties, also involve contract record keeping, coordination of meeting and conferences, obtaining supplies, coordinating direct mailings, working on projects. Also, answers non-routine correspondence and assembling highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the agency. Independent judgment is required to plan, prioritize, and organize diversified workload.


POSITION QUALIFICATION REQUIREMENTS

Education: Associates Degree


Experience: Minimum of five (5) years' experience as a Project Coordinator or Office Manager.


Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position:


1. Work requires an excellent command of the English anguage in written and oral form.

2. Must have knowledge of administrative procedures. Proficient use of computer software applications such as word processing, spreadsheets, database and presentation softeware.

3. Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

4. Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

5. Work requires continual attention to details composing, typing and proofing materials, establishing priorities and meeting deadlines.

6. Excellent organizational skills, with ability to multi-task and manage sometimes complex and confidential matters under minimal supervision.

7. Commitment to maintain the confidentiality of correspondence, documents, discussions, meetings, and telephone calls.



Transportation Requirement:


1. Must possess a valid driver's license and automobile with insurance coverage as required by the State of Missouri.


License(s)/Certification(s) Required: None Required.


FUNCTIONS OF THE JOB


Essential Functions


1. Provides administrative support such as answering phones, assisting visitors, resolving administrative problems, scheduling meetings and appointments, managing calendars, expenses and travel arrangements.

2. Writes and edits correspondence, policies, contracts, and special reports. Prepares graphs, charts, displays, and spreadsheets. Creates and maintains proposal and presentation templates.

3. Maintains oganization's policy and procedure manual.

4. Attend and records meeting minutes for departmental meetings and the other meetings as requested.

5. Coordinate calendars and activities for the Sr. Team6. Access and input information in the EHB7. Assist with preparing proposals and grants.8. Working knowledge of the organizations, complaints process and satisfaction process.9. Coordinates Patient Satisfaction survey distribution via collabortion with staff in various departments, mailers and on-line systems. Collect all data and generates reports based upon such data.10. Prepares and distributes correspondence, reports and presentations, ensuring accuracy and consistency in formatting and content.11. Coordinates and organizes department/team meetings, including agenda preparation, meeting minutes, and follow-up on actions items.12. Participates in special project working groups where appropriate, icluding cross-functional strategic initiatives, ad hoc planning committees, etc.13. Assist with the research of information of complaints and patient satisfaction. Performs special projects including creating presentations, planning and coordinating multiple projects , and workingwith various resources to gather and disseminate important information.14. Works independently and within a team on special nonrecurring and ongoing projects.15. Acts as liaison with other departments and outside agencies, including high-level staff such as, Vice Presidents, etc.16. Schedules and organizes complex activities such as coordinating distribution of various data and materials, sets up meetings, and assists with agreements for travel, conferences, etc.17. Open, sort, and distribute incoming correspondence, including faxes and email. Respond to regularly occurring requests for information.18. Set-ups and oversees maintenance of files, both electronic and hard copy.19. Compile and distribute agendas and handouts for meetings in addition to taking minutes.20 .Track and monitor assignments and follow through to completion21. Perform other duties as assigned.
Supervises: None.

NOTE: SMOKING IS PROHIBITED IN THE WORK ENVIRONMENT

NOTE: ALL APPLICANTS MUST PROVIDE CONTACT INFORMATION FOR THREE REFERENCES.


AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

SERVICES PROVIDED ON A NON-DISCRIMINATORY BASIS


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