Administrative Coordinator

MedAmerica•Sacramento, CA

14h•$24 - $30•Remote

About The Position

Vituity is seeking an Administrative Coordinator to provide administrative and project coordination support to an assigned department. The position communicates with internal and external clients, manages calendars and travel, prepares correspondence and presentations, maintains records and databases, coordinates meetings and events, supports reports and budgets, and helps improve department workflows. Depending on the assigned department, the role may also support marketing requests, campaign execution, content and media assets, special projects, or learning and development materials. The position is remote and nationwide, with opportunities to engage with the Vituity community through virtual events, seminars, wellness programs, and team activities.

Requirements

High school diploma or GED equivalent.
At least two years of administrative or office support, administrative analyst, or project/department coordination or support experience.
Ability to work independently with initiative and collaboratively as part of a team.
Strong organization and attention to detail, including the ability to manage multiple priorities and maintain efficient operations.
Ability to complete tasks with varying priorities accurately and quickly.
General knowledge of administrative procedures and standard business office practices.
Strong customer service and professional verbal and written communication skills.
Analytical skills, creative conceptualization, and collaborative management ability.
Ability to handle detailed work accurately, meet deadlines across multiple projects, and interact professionally in person and by phone.
Ability to use office equipment and automated systems, applications, and software proficiently.
Ability to establish and maintain effective working relationships.
English reading, comprehension, and communication skills sufficient to perform the job duties.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
For Business Development assignments, proficiency in Captivate.
For Learning & Development assignments, ability to create e-learning courses.

Nice To Haves

Three to four years of increasingly complex administrative support and project coordination experience.
Previous Marketing team support experience if assigned to the Marketing department.
Previous customer service experience.

Responsibilities

Communicate messages, inquiries, and issues promptly and professionally while respecting confidentiality.
Complete administrative tasks, including calendar and appointment management, expense reports, correspondence, travel arrangements, itineraries, agendas, and meeting materials.
Prepare professional reports and presentations as directed.
Manage daily administrative duties and improve workflow efficiency.
Support leadership calendars by scheduling meetings, resolving conflicts, accepting or declining invitations, and providing reminders and meeting logistics.
Arrange leadership travel in accordance with company policy.
Prepare and edit correspondence, communications, presentations, and other documents; file and retrieve documents and reference materials.
Conduct research and assemble and analyze data for reports and documents as needed.
Follow up on leadership initiatives, which may include contract expirations, meeting action items, evaluation feedback, surveys, education, and compliance.
Answer and screen calls, take messages, and handle inquiries as appropriate.
Help department leaders develop program materials such as manuals, training modules, and curricula, and evaluate program impact against objectives as needed.
Coordinate staff meetings, events, and conference calls, including agendas, presentations, staffing, materials, logistics, notes, and action-item follow-up.
Review operating practices and implement improvements where necessary.
Enter and maintain data in department databases; coordinate regional department activities as directed.
Maintain reporting, time and expense, project status, and budget reports; collect and analyze data for weekly and monthly specialized reports.
Coordinate seminars and meetings, including planning, mailings, hotels, follow-up, and attendee registration when directed.
For Marketing assignments, serve as a point of contact for requests from other departments and route requests to appropriate resources or team members.
For Marketing assignments, maintain the [email protected] distribution list and update marketing documents, content databases, and media assets.
For Marketing assignments, support campaign planning and execution, communicate goals, deliverables, and timelines, and coordinate development of materials for clients and stakeholders.
Attend project meetings and take minutes; support special projects and broader enterprise meetings and events as needed.
For Business Development assignments, use Captivate; for Learning & Development assignments, create e-learning courses.

Benefits

Superior health plan options.
Dental, vision, HSA/FSA, life, and AD&D coverage.
401(k) retirement plan with a $1.20 match per dollar contributed up to 6%, plus discretionary profit-sharing contributions, subject to eligibility.
Generous paid time off starting at three to four weeks annually.
Student loan refinancing discounts.
Professional and Career Development Program.
Employee assistance program and travel assistance.
Wellness program and monthly wellness events, including yoga and HIIT classes.
Flexible work hours.
Virtual meet-and-greets, events, seminars, and team-building activities.
Opportunities to attend Vituity community events.
Annual corporate Success Sharing bonus program based on company performance.