Administrative Coordinator
4 weeks ago
Job Overview
This role focuses on providing administrative support to the organization, ensuring the smooth operation of the department. Key responsibilities include managing the department's calendar, handling mail, and maintaining an up-to-date filing system. The ideal candidate will have excellent organizational and communication skills, with the ability to work under pressure and adapt to changing priorities.
Key Responsibilities:
- Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
- Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested.
- Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements.
- Receives, handles, and transfers phone calls and messages within the department promptly and courteously.
- Greets visitors in a friendly, professional manner and directs to appropriate person/place.
- Collects and gathers information needed for conferences, meetings, and reports.
- Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review.
- Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested.
- Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis.
- Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash.
- Maintains and orders office supplies as necessary.
- Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.
- Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
- Maintains confidentiality in all office matters.
- Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.
- Monitors the unit cost and quality of departmental supplies purchased from outside vendors. Negotiates purchase agreements with vendors.
- Attends meetings, as requested, and prepares meeting notes for distribution. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
- Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment.
Requirements:
- High School diploma or equivalent.
- Two (2) years of related experience.
Preferred Qualifications:
- Five (5) years of related experience.
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