Administrative Project Coordinator

SUMMARY OF POSITION

Reporting directly to the Chief Operating Officer, the Administrative Project Coordinator provides executive support to the senior leadership team. The Administrative Project Coordinator also serves as a liaison to the board of directors; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Administrative Project Coordinator must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Project Coordinator 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. In addition to serving as the primary point of contact for internal and external stakeholders, the Administrative Project Coordinator will be responsible for a variety of essential tasks, including occasional lunch ordering, small purchases and credit card audits, maintaining list serves, supporting events, and taking meeting minutes. The Administrative Project Coordinator demonstrates professionalism and maturity in all interactions to foster trust, respect, and a positive organizational culture.

• Serving as the primary point of contact between executives and internal/external partners.
• Supporting all board of directors' activities, including roster maintenance, monthly meeting coordination, and documentation.
• Creating and managing agendas for senior leaders.
• Stewarding policies and procedures through the review and approval processes.
• Coordinating, organizing, and supporting contract reviews with vendors and other third parties.
• Assisting the finance team with activities such as credit card audits.
• Supporting the advancement team with special events and communications coordination.
• Receiving calls, taking messages, and routing correspondence as needed.
• Handling requests and queries promptly and appropriately.
• Arranging meetings and appointments and providing timely reminders.
• Making travel arrangements for executives and staff.
• Taking dictation and meeting minutes and accurately entering data.
• Producing reports, presentations, and briefs as required.
• Developing and maintaining an efficient documentation and filing system.
• Coordinating and tracking employee-related training.
• Demonstrating professionalism and maturity in all interactions to foster trust, respect, and a positive organizational culture.
• Performing other related duties as assigned.
• Carrying out Vibrant Health's mission: To provide access to respectful, empowering, culturally sensitive and appropriate high-quality healthcare for the community, regardless of socio-economic obstacles.
• Pursues opportunities for personal and professional growth, including skills development (clinical, mentorship/leadership, verbal/written communication, time management, problem-solving, and prioritization) with company support.
• Accepts and uses supervision, direction and consultation to maximize available resources in the completion of work duties.
• All job responsibilities will be carried out under the direction of the organization's policies and procedures.
• Additional responsibilities may be assigned as needed to maintain and improve effective functioning of the department and to advance the mission of the organization.

• Associate's degree in business or related field and/or equivalent experience.
• At least two years' related experience.
• Excellent verbal and written communication skills, organization and attention to detail.
• Time management skills with a proven ability to meet deadlines and exceptional interpersonal and customer service skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.
• Fluent in Spanish, both verbal and written.

Individual must:

• Develop rapport with staff.
• Exhibit a professional and respectful demeanor.
• Work successfully independently and within a team.
• Be able to shift and prioritize tasks, and problem-solve daily.
• Demonstrate excellent customer service, helpfulness, and a positive attitude.
• Possess superior organizational skills with attention to detail and the ability to multi-task and meet deadlines.
• Be honest, trustworthy and have the ability to maintain confidentiality.
• Demonstrate the ability to recognize, understand, and appreciate the value of cultural diversity.
• Demonstrate social and cultural sensitivity appropriate to ethnically and economically diverse patients and staff.

• Bachelor's degree in business

N/A

Americans with Disability Specifications

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must frequently lift and/or move materials that may weigh up to 50 pounds.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position involves extensive use of computer, telephone, fax and copier equipment.
• Must have manual dexterity and experience to perform handwritten paperwork, recordkeeping, and filing.
• Prolonged and frequent sitting, standing, or walking may be required.
• Frequent bending/stooping, squatting, reaching above the shoulders, twisting and turning, kneeling, and pushing/pulling may be required.
• Employment is contingent upon successful clearance from Criminal, Kansas and Missouri Child/Elder Abuse and Neglect, Sex Offender background investigations, TB testing, pre-employment drug testing, and verification of Hepatitis-B, flu and COVID-19 immunizations.
• Occasional evening and weekend availability are required.

Trauma Informed Care

At Vibrant Health, we understand that many, if not most, people have experienced trauma in their lives. We have made a commitment to trauma informed care and support and educate team members continued development of understanding of how trauma affects individuals and coping strategies. We expect employees to incorporate their understanding about trauma into interactions with our patients and families, clinic visitors, and with each other.

Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans.