ADMINISTRATIVE OPERATIONS COORDINATOR

Administrative Operations Coordinator

Charleston - North Charleston, SC 29405

Position Type: Full Time Job Shift: Regular Office Hours Category: Admin - Clerical

Description

Summary

Performs a variety of complex administrative duties for Operations and specifically provides administrative support to clinical services division.

Essential Duties & Responsibilities

1. Assists the Director of Clinical Services, Manager of Clinical Services, and Regional Supervisors with all administrative tasks associated with departmental goals and needs including:

• Scheduling phone screens and interviews for potential candidates
• Facilitating the self-scheduling process for the clinical coordinators every 60-90 days
• Ensuring that travelers and independent contractors are added to all appropriate SHSC platforms and systems

• Works closely with fellow Admin team to coordinate the clinical services fleet vehicle process, traveler accommodations, and coordinator/AOC travel arrangements.

1. Oversees and coordinates all travel arrangements for Clinical Services Leadership
2. Coordinates all vendor needs for monthly Clinical Services staff meetings
3. Coordinates all off-site Clinical Services meetings including statewide rounding
4. Coordinates all Clinical Services meetings with internal and external parties
5. Develops and maintains the SHSC Medical Director schedule in conjunction with Clinical Services Leadership and the SHSC Medical Director team.
6. Coordinates with external partners to arrange in services for clinical staff and SHSC
7. Assists Clinical Services leadership with all needs related to meetings/programs and/or projects.
8. Assists with preparation and restoration of conference rooms, facilities and/or equipment needs for scheduled activities/meetings.
9. Prepares and maintains minutes and distributes accordingly.
10. Ensures office is maintained well and is appealing to staff and visitors.
11. Prepares and distributes correspondence in various formats to appropriate individuals/groups.
12. Performs general administrative duties, including, but not limited to, data entry, copying, scanning, answering phones, mailing, filing, audit assistance, drafting newsletters or bulletins, and special project needs.
13. Rounds once monthly to all SHSC satellite offices to deliver supplies, donor charts, as well as to inventory all supplies including expiration dates.
14. Provides periodic back-up to Front Desk Concierge (admin team member) when needed.
15. Other duties as assigned.

Qualifications

• AS degree in Business Administration required;
• 5 years in an administrative assistant position with general office policy and procedure experience required;
• Computer literate with high level proficiency using spreadsheet, database programs and word processing;
• Ability to follow verbal and written instructions and work on projects with little to no supervision;
• Or an equivalent combination of education and experience.