Administrative Coordinator

Job Title

To be fully engaged in providing Quality/No Harm, Customer Service and Stewardship in all job duties. Demonstrate Health Firsts (HF) i-Care values in all aspects of role. Provide a variety of administrative support to the manager and staff and deliver excellent customer service to internal and external customers. Perform a variety of daily tasks to ensure the department operates effectively and efficiently. May be asked to coordinate projects or participate on a team or committee as needed to support department and/or the organization’s goals and initiatives.

Primary Accountabilities

Quality/No Harm:

1. Perform a variety of administrative duties, including applicable office equipment.
2. Follow department processes and procedures for efficient operation and compliance for department.
3. Prepare internal and external correspondence, including delivery method for timely receipt or distribution.
4. Prepare and complete data input, maintaining logs, spreadsheets, reports and other documents.
5. Maintain confidentiality using Health First policies and guidelines
6. Maintain supply inventory lists; notifying Manager when supplies need to be ordered; verify receipt of supplies and store appropriately.
7. May coordinate with others (internal and external) to assist Manager for accomplishing projects and activities.
8. Assists others with administrative duties, including for being back up when needed.
9. May assist with creating and maintaining files, completing reports, paperwork, logs, as needed.
10. Assist with maintaining a clean work area.
11. Support commitment to continuous quality Improvement and organizational operational effectiveness by identifying way to eliminate low value tasks and procedures.
12. Maintains Policy and Procedure and Safety Manuals.

Stewardship:

1. Order and maintain adequate office supplies. May maintain documentation of service on equipment and reports all malfunctions of equipment to the appropriate individual.
2. Assist in other areas of the department and facility.
3. Participate in activities as a Health First representative when needed.
4. Remain flexible and adaptable to changes in workflow, processes, etc.
5. Accept additional responsibilities to assist with workload or to facilitate departmental goals/initiatives (i.e., voluntarily works additional hours, assists management with necessary workflow and/process changes, data collection endeavors, etc.).
6. Plan, organize and perform daily work in a productive manner.
7. Perform other duties as requested by leader and personnel

Customer Experience:

1. Provide general office and reception duties. Greets and assists customers in a timely and courteous manner with a willing and helpful attitude. Answer telephones promptly, courteously and with discretion; respond to phone messages with same approach.
2. Set up appointments or meetings as needed, understanding purpose and need.
3. Assist in setting and preparing for department/staff meetings, including set up, notifying, distributing materials needed and follow up.
4. Maintain department or area calendar of events, postings on department board, and distribution of department information.
5. Provide support for designated special events as dictated by department.
6. Follow Health First's and department policies and procedures.
7. Work well with others.

Qualifications Required

• Minimum 1 year experience in administrative or clerical role.
• Time Management.
• Use office equipment.
• Use MS Office, Including Outlook, Word and other appropriate software needed by department.
• Organizational and communication skills.

Physical Demands

• Sit or stand for long periods.
• Bend and stoop to perform job.
• Meet additional demands and lifting requirements as defined by the department.
• Nosie level varies.

Mental Demands

• Work and maintain composure in a stressful environment.
• Perform multiple tasks during a workday.

Schedule

Full-Time

Shift Times

8:00am to 4:30pm

Paygrade

PG-PG-PG-PG-23