Administrative Coordinator

Administrative Coordinator

• Full-time, on-site.
• Full benefit package, FLSA Non-Exempt.
• Wage DOQ.
• Candidate review begins on 9/09/2024, position open until filled.
• Must be able to pass a criminal background check.

Position Summary:

Under the general direction and supervision of the Executive Director (ED), the Administrative Coordinator (AC) is responsible for direct administrative support to the Executive Director (ED), as well as the day-to-day operations of the entire Administrative Team. The AC will spearhead special projects that require diplomacy, cooperation, self-regulation, sound judgment, and initiative. Confidentiality and discretion are also essential to this position as the ED and Administrative Team are often exposed to highly sensitive issues. This position knows how to balance an informal internal work environment with the formality required when representing the organization externally. The AC serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Suite. The AC also serves as a liaison to Senior Leadership teams and organizes and coordinates administrative outreach and external relations efforts. The AC will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Position Requirements:

• Education: Associate’s degree or higher strongly preferred.
• (Education equivalency may be made with 2-5 years of experience specific to the position and duties described below).
• Experience: Two years’ experience supporting C-Level Executives or other high-level office administration in a large organization.

Job Requirements:

• Must be creative and enjoy working within a mission-driven, results-driven, community-oriented organization.
• Must have a pleasant demeanor and the ability to work cooperatively with differing personalities at all levels.
• Must have exceptional administrative and organizational skills.
• Must be able to prioritize and complete multiple tasks with different timelines.
• Must possess exceptional oral, written, and verbal communication skills with special emphasis on professional business communication.
• Must exercise good judgement in a variety of situations.
• Must maintain the highest level of confidentiality regarding patient and employee/employer matters.
• Strong focus on customer service.
• High degree of dependability, confidentiality, and discretion.
• Exemplary attendance and punctuality record.

Essential Functions, Roles, and Responsibilities:

• Completes a broad variety of administrative tasks for the Leadership Team including, but not limited to; data analysis, preparing reports, developing and maintaining a functional filing system; scheduling meetings and interviews; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; and compiling documents or other printed materials for internal and external distribution.
• Serves as a key liaison to the broader Senior Leadership Team and provides support to other organizational leaders as needed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Team, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the ED and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated.
• Assists the leadership team with various administrative duties and projects on a regular or irregular basis.
• Assists with development of basic marketing materials for website, social media, paper distribution.
• Builds and maintains relationships crucial to the success of the organization and manages a variety of special projects and committees for the Team, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the company.
• Handles and redistributes incoming faxes on a daily basis.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to ensure successful completion, often with deadline pressures.
• Assists with calendar management, scheduling of meetings, travel arrangements and itineraries, and associated logistical details for leadership team.
• Coordinates with SWMTCHC staff to ensure preparation, production, and distribution of background and briefing materials, binders, and itineraries related to meetings, presentations, conferences, and travel.
• Facilitates communication throughout the organization, including taking minutes at meetings and  circulating notes and follow-up with program staff to shepherd timely completion of action items identified at meetings or otherwise specified by the ED.
• Completion and submission of expense reports and reimbursement requests for the ED and other SWMTCHC staff as required.
• Assist with organizational correspondence, ensuring appropriate routing, tracking, filing, and handling of confidential materials.
• Fields telephone calls directed to the Executive Offices and routes to appropriate contacts throughout the organization.
• This position is required to support program directors and Leadership in a variety of project management, research, and administrative needs.
• Performs basic bookkeeping.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Ability to maintain a pleasant demeanor and have a strong willingness to help others.
• Competent in dealing with diverse populations and differing personalities.
• Knowledge of business and management principles involved in strategic planning, and coordination of people and resources.
• Proficient with operating machines associated with office administration.
• Proficiency in Microsoft Office Suite, with an especially strong skillset with Excel, Word, and Outlook. 
• Knowledge of and ability to utilize Canva.
• Proficiency with virtual meeting platforms and other technology.
• Ability to work under pressure and to meet deadlines.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as a team member.
• Ability to take and give direction.
• Superb organizational and project management skills; strong desire to ensure operations run smoothly; attentive to details; and, conscientious in adhering to deadlines and deliverables.
• Passion for providing high-level administrative and organizational support in service to the organization’s goals.
• Exceptional oral and written communication skills, with demonstrated ability to write and edit well.
• Highly discreet and able to be trusted with confidential information relating to the organization and its staff.
• Demonstrated ability to adapt to new software and technologies.
• Proven ability as a high-level performer to multitask, work independently, and handle a fast-paced work environment in good humor.
• Demonstrates, initiative, creativity, discipline, and commitment.
• Able to work flexible hours, including an occasional evening or weekend if needed.

Supervision: This position has no supervisory responsibilities.
Immediate Supervisor: Executive Director; in their absence, designee.
Physical Demands/Working Conditions:

General office/clinic conditions are pleasant; good, clean working conditions where accident and hazards are negligible; requires short periods of moderate lifting, pushing or pulling objects up to twenty pounds. Must be able to navigate between building floors using stairs. General working hours are 8-5, Monday through Friday, although assignments may rarely occur outside these days/times.
Position is based in the Butte; however, position responsibilities may require travel to other locations on occasion. Company cars are available; however, the use of a personal vehicle may be required for travel; therefore, a valid driver’s license, proof of auto insurance and registration is required.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

About Southwest Montana Community Health Center:

Southwest Montana Community Health Center is a mission-driven, non-profit Federally Qualified Health Center (FQHC). FQHCs are community-based healthcare providers that receive funding from the Federal government to provide comprehensive primary care services in underserved areas. FQHCs provide care to all individuals, regardless of their ability to pay, and offer a sliding fee discount based on income. FQHCs must meet certain requirements to receive funding, such as providing services to medically underserved areas or populations, offering a comprehensive set of primary care services, and having a governing board that includes patients. Southwest Montana Community Health Center is a recognized National Committee for Quality Assurance (NCQA) Patient Centered Medical Home (PCMH). PCMH designation is gained by meeting certain standards set by the NCQA. These standards include providing comprehensive, coordinated care, using evidence-based practices, and engaging patients in their care. Community health centers that receive PCMH designation are recognized for providing high-quality, patient-centered care that improves health outcomes and reduces costs. PCMH is our model of primary care that emphasizes care coordination, communication, and patient engagement to improve the quality of care and patient outcomes. The PCMH model encourages providers to work as a team to coordinate and manage care for patients, provide timely access to care, and use evidence-based practices to improve outcomes. The PCMH model also emphasizes the importance of patient engagement, providing patients with the tools and resources they need to take an active role in their own health care. We opened our doors in 1986 under the name Butte-Silver Bow Primary Healthcare Clinic Inc. Our main clinic is in Butte, Montana, and we have locations in Dillon and Anaconda, Montana. We offer medical, dental, behavioral health, care management, pharmacy, and clinical pharmacy services to everyone. We accept most insurances and private-pay clients, as well as uninsured or underinsured clients. Our passion is to ensure that healthcare remains accessible and affordable to everyone. Our clinics care for more than 13,000 patients annually and employs more than 150 people in our various locations.

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