Administrative Coordinator

Job Profile Summary 

​This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

This position ensures continuous, efficient, and smooth operation of the department.  Involves being a clerk, receptionist, typist, and cognizant of customer service and time. Accomplishes these tasks, in part, by assisting callers, taking messages, managing the department’s calendar, placing purchasing orders, and maintaining an up- to-date filing system Handles matters of a routine nature to conserve supervisor’s time. 

Job Description 

Minimum Qualifications: 

1. High School diploma or equivalent. 

2. Two (2) years of related experience. 

Preferred Qualifications: 

1. Five (5) years of related experience. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards. 

2. Types correspondence, reports, memoranda, special projects, technical papers, and related material for department staff as requested. Takes and transcribes dictation of a highly confidential nature.  

3. Schedules and coordinates meetings and facilities, which may include travel and lodging arrangements. 

4. Receives, handles, and transfers phone calls and messages within the department promptly and courteously. 

5. Greets visitors in a friendly, professional manner and direct to appropriate person/place. 

6. Collects and gathers information needed for conferences, meetings, and reports. 

7. Processes all incoming mail, open and date stamp, organize the schedule of Administrative Manager for action, follow-up, file for review. 

8. Makes travel arrangements