Administrative Coordinator

1 week ago

Jacksonville, Florida, United States Christus Health Full time

Job Summary:

This position oversees the daily operations of assigned departments, including management of supplies, equipment, environment, schedules, travel arrangements, and department representation in administrative meetings. The role also performs diverse secretarial, administrative support, and assistance to the department's management team and staff members.

Key Responsibilities:

  • Develop and manage all budgets for the department.
  • Maintain departmental supplies, equipment, and facilities to ensure optimal functionality.
  • Prioritize and coordinate the flow of work under the direction of management, handling and/or directing all incoming and outgoing projects.
  • Manage all logistical aspects of department offices, including scheduling appointments, maintaining calendars, coordinating travel arrangements, and arranging meetings.
  • Identify issues and concerns, and communicate them to management.
  • Sort, read, and annotate incoming mail; gather and attach relevant files to facilitate necessary action by management. Sort all departmental mail. Organize and maintain the departmental mail/fax/printer room.
  • Maintain a current filing system management to ensure information is readily available upon request. Prepare time sheets, expense reports, etc. for management and review expense reports of direct reports for completeness.
  • Act as recording secretary when requested for management meetings, with responsibility for meeting notices, agenda, transcription, and distribution of pertinent information.
  • Demonstrate strong communication and human relationship skills. Serve as a liaison for management with contacts internal and external to the CHRISTUS Health organization.
  • Follow established policies, procedures, and standards defined by the department and CHRISTUS Health.
  • Prepare presentation materials; compose correspondence; prepare communication from written or oral directions and ideas, or dictation; organize material submitted by others and gather background and supporting materials for meetings, work projects, and reports.
  • Maintain and demonstrate good teamwork on assigned projects through actions and job performance.
  • Provide effective customer service by being courteous, polite, and friendly toward others at all times. Acknowledge customers immediately to determine need and help the customer resolve issues or requests. Participate in departmental programs that promote and deliver exceptional customer service.
  • Perform other duties and special projects as assigned by management.

Requirements:

  • High School Diploma or equivalency required.
  • Post-High School education preferred.

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