Enterprise Admin Support Coordinator

Ultimate Medical Academy is a non-profit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus. 

As a full-time team member, you will have access to the following benefits:

• Medical (including prescription), Dental, Vision (UMA subsidized)
• FSA/HSA (Depending on Medical Plan chosen)
• Basic Life Insurance (UMA paid) minimum $50,000 - maximum $250,000 (1x annual salary)
• Additional Voluntary Life Insurance (Team Member paid)
• Employee Assistance Program – EAP (UMA paid)
• Long Term Disability (UMA paid)
• Short Term Disability (Team Member paid)
• Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
• Paid Time Off – 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
• 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
• Pet Insurance
• Identity Theft Protection

Purpose of the Position:

The Enterprise Administrative Support Coordinator plays a key role in advancing the strategic initiatives of the institution by providing high-level administrative and coordination support to the Executive Committee. This position will ensure seamless cross-functional collaboration and operational efficiency across departments, contributing to the organization's mission of accessible, quality education.

What You’ll Do:

1. Support Executive Committee Operations: Provide administrative support aligned with the institution’s strategic vision, including scheduling, agenda preparation, meeting facilitation, and follow-up on action items.
2. Coordinate Onsite Meetings: Organize and manage logistics for in-person meetings and events as requested by executive leadership.
3. Manage Travel Arrangements: Coordinate travel plans for executives, including booking, itinerary preparation, and expense reconciliation.
4. Track Budgets and Expenditures: Monitor and reconcile expenditures, ensuring accurate budget tracking and reporting for assigned activities.
5. Maintain Confidentiality: Handle sensitive information with discretion and escalate confidential matters appropriately to senior leadership.
6. Facilitate Cross-Functional Collaboration: Support coordination across departments to ensure smooth execution of enterprise-wide initiatives.
7. Maintain Records and Documentation: Organize and manage documentation related to meetings, travel, and budget activities.
8. Serve as Liaison: Act as a point of contact between the Office of Transformation and internal stakeholders to support strategic goals.
9. Support Strategic Projects: Assist with administrative tasks related to strategic planning and transformation initiatives.
10. Perform other duties as assigned.

Career Level Expectations:

• Applies broad theoretical job knowledge typically obtained through post-secondary education or equivalent work experience.
• Work is supervised.  
• Handles problems and uses critical thinking to solve.
• Communicates facts, policies and practices related to job area.
• Desire for growth and professional development.

Required Skills/Experience:

• Associate’s degree or equivalent combination of education and experience.
• Experience in an operational/support or administrative capacity.
• Ability to professionally communicate fluently in verbal and written English.
• Ability to contribute to a diverse and inclusive work environment.
• Computer literacy/basic computer skills to effectively navigate and utilize the technology required for the role.

Preferred Requirements:

• Self-starter who works well in a complex, fast-paced, demanding and constantly changing environment.
• Excellent verbal and written communication skills, with the ability to engage effectively across all organizational levels and with external stakeholders.
• Strong organizational skills, including follow-up and attention to detail.
• Proficient in MS Office (Word, Excel, PowerPoint) and other business tools such as Microsoft Teams.

Compliance: 

• Demonstrate knowledge of and carefully follows all applicable state laws and rules, federal and state compliance requirements and regulations including those prescribed by the U.S. Department of Education, accr