Administrative Coordinator

Administrative And Clerical Support Coordinator

Provide administrative and clerical support, including but not limited to the following activities:

• Coordinates, manages and maintains the calendar of department leadership. Ensures that meeting requests are accommodated in priority order. Triages information and alerts to priority meetings and deadlines; to include meeting room reservations
• Maintain staff work/leave/tasks schedules and internal time reporting worksheets
• Process print requests, work order requests, vendor invoices and other internal requisitions
• Coordinate staff training (webinars, conference calls or seminars) and make the related technical and travel arrangements (staff, member's and vendors); process reimbursement request
• Assist staff administratively in preparing, distributing and presenting reports, presentations and projects, to include use of computer applications (ex. Word, Excel, and Powerpoint)
• Organizes records and maintains file information in soft and/or hard format of all correspondence, program files and binders related to HMSA's contracts and files, to include Access Record Management.
• Compiles stores and retrieves records and files in data management process. Reviews, recommends and implements process improvements in administrative operating practices which include documenting policies and procedures, filing, record-keeping systems, and software file management processes.
• Process incoming and/or outgoing mailings timely and accurately in accordance with department policies and procedures and workflows. Tasks include but are not limited to:
• Generate letters using mail merge and invitee lists
• Create mailing labels and form letters
• Coordinate the mail-out with the HMSA administrative unit to meet delivery target
• Follow up on return mail and address corrections
• Opens mail addressed to department leadership within agreed upon timeframe
• Route/scan/store the documents as appropriate
• Retrieve requested documents for research and audits
• Maintain departmental databases/ logs to track receipt and mail-out
• Act as meeting coordinator for intra-dept. meetings and team meetings with other HMSA departments, partners and vendors: Coordinates logistical needs of meeting accommodations to include room and equipment reservation, ordering and set-up of refreshments, preparing, and distributing meeting agendas and minutes for various standard and ad-hoc meetings as assigned, to include webinar and conference bridge line setup.
• Monitors office supplies needs and orders as required. Arranges for office equipment repairs and maintenance. Coordinates New Hire Activities for employees, temps and vendor/contractors; to include but not limited access setup, processing of onboarding/new hire forms, and assignment of workstations/equipment; and manages access management requests for department
• Works closely with facilities department to arrange for work requests for any space- or facilities-related issues for the department.
• Assists with special events for the department including but not limited to employee recognition events, meetings and community relations events.
• Helps to orient new employees to the department; includes submitting AMU requests and ordering equipment, advising them on the tools and resources available to them with the company. Serves as a key resource in helping new employees navigate the processes and understand how to get things done at HMSA.

Coordinate stakeholder (external, provider, vendor, internal) collaborative meetings, and other committee/training/advisory meetings hosted by Department Leadership. Duties to include but not limited to:

• Create/send invitation requests and manage RSVP of stakeholders
• Coordinate travel as applicable, meeting rooms onsite and offsite venues, and escort/building accesses
• Arrange for meals, parking, logistics, audio/visual equipment needs, and copying/distribution of meeting materials
• Greeting and intake of stakeholder attendees to include coordinating and checking in attendees
• Manage, distribute, maintain stakeholder meeting minutes

Assists with special projects, department priorities and other duties to support department operations as assigned.

Associate's degree and one year of public contact/customer service experience; or an equivalent combination of education and experience.

Strong oral and written communication skills.

Basic working knowledge of Microsoft applications, including but not limited to Word, Excel, and Outlook.