Administrative Coordinator

MedAmerica•Sacramento, CA

8h•Remote

About The Position

At Vituity, you are part of a larger team that is driven by our purpose to improve lives. We are dedicated to transforming healthcare through our culture by working together to tackle healthcare’s most pressing challenges from the inside. Join the Vituity Team. At Vituity we’ve cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call “culture of brilliance.” Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done. Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you. The Administrative Coordinator will communicate messages/inquiries/issues effectively, complete a variety of administrative tasks including managing calendars, expense reports, travel plans, and correspondence. They will prepare reports and presentations, manage daily administrative duties to enhance workflow, and assist leadership with calendar support and travel arrangements. The role also involves preparing and editing documents, initiating follow-ups for leadership initiatives, answering phone calls, developing program materials, coordinating meetings/events, reviewing operating practices, utilizing department databases, coordinating regional activities, and maintaining various reports. If supporting the Marketing department, additional duties include serving as a primary point of contact for requests, maintaining distribution lists, updating marketing documents, supporting campaign planning, coordinating material development, taking project meeting minutes, and supporting special projects and enterprise-wide meetings.

Requirements

High School Diploma or GED equivalent required.
Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required.
Ability to work independently with drive and initiative but also work well within a teamwork setting.
Detail oriented and organized with the ability to juggle multiple tasks, prioritizing projects effectively, and maintaining a smooth operational flow within the assigned department.
Ability to complete tasks with varying priorities under conditions requiring speed and accuracy.
General knowledge of administrative procedures and standard business office practices.
Must have strong customer service with client interactions both verbally and written.
Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills.
Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over the phone with a courteous and professional demeanor.
Strong verbal and written communication skills.
Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
Ability to establish and maintain effective working relationships as required by the duties of the position.
Ability to read, understand and communicate in English sufficient to perform the duties of the position.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
If in the Business Development department, proficiency in content authoring tool – Captivate.
If in the Learning & Development department, the ability to create e-learning courses.

Nice To Haves

3-4 years of increasingly complex administrative support & project coordination experience preferred.
Previous experience supporting a Marketing team is preferred if assigned to the Marketing department preferred.
Previous customer service experience preferred.

Responsibilities

Communicate any messages/inquiries/issues effectively, in a timely manner and professionally by showing sensitivity and respecting confidentiality.
Complete a broad variety of administrative tasks in support of the assigned department including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel relative meetings.
Prepare professional reports and presentations as directed.
Manage daily administrative duties with an emphasis on enhancing efficient workflow.
Assist leadership with calendar support. Responsibilities could include internal/external meeting scheduling, reviewing calendars for conflicts, accepting/declining meetings on behalf of leaders, reminders of meetings and logistics and/or materials that may be needed.
Make travel arrangements on behalf of leadership in accordance with policy.
Prepare and edit correspondence, communications, presentations, and other documents.
File and retrieve documents and reference materials.
May conduct research, assemble and analyze data to prepare reports and documents.
May initiate follow ups for specific leadership initiatives. Responsibilities could include contract expiration, meeting action items, evaluation feedback, surveys, required education and compliance, and other related work.
May be responsible for answering and screening phone calls in a professional manner; take messages and handle inquiries as appropriate.
May work with department leaders to develop necessary materials (e.g., manual, training modules, curriculum, etc.) to support the program.
Evaluate impact of program in meeting the defined objectives of the program.
Coordinate staff meetings/events/conference calls as instructed by leadership. Responsibilities could include agenda preparation, presentations, staffing, meeting collateral, logistics, notes, action item follow-up as necessary, etc.
Review operating practices and implement improvements where necessary.
Utilize and enter data into all department databases.
Coordinate regional department activities as directed.
Maintain Reporting, Time and Expenses, Project Status Reports, and Budget Reports.
Collect and analyze data to produce weekly and monthly specialized reports.
May coordinate seminars/meetings (planning, coordination with corporate staff on mailings, hotels, pre- and post-seminar follow-up), and attend seminars/meetings as directed to assist with registration and face-to-face contact with attendees.
If supporting the Marketing department, duties will also include: Serve as the primary point of contact for requests from other departments, IT issues, HR/compliance reminders, etc.
If supporting the Marketing department, duties will also include: Maintain the [email protected] distribution list, responding to requests and directs to appropriate marketing resources and/or team members.
If supporting the Marketing department, duties will also include: Regularly update and maintain essential marketing documents, content databases, and media assets.
If supporting the Marketing department, duties will also include: Support campaign planning and execution efforts – clearly communicate campaign goals, deliverables, and timelines to the team.
If supporting the Marketing department, duties will also include: Coordinate the development of product and/or materials and other documents as needed to enable successful delivery of service to the clients/stakeholders.
If supporting the Marketing department, duties will also include: Attend project meetings and take minutes.
If supporting the Marketing department, duties will also include: Support a wide variety of special projects some of which may have organizational impact.
If supporting the Marketing department, duties will also include: May support the planning efforts associated with broader enterprise-wide meetings and events, ensuring seamless marketing operations.

Benefits

Monthly wellness events and programs such as yoga, HIIT classes, and more
Trainings to help support and advance your professional growth
Team building activities such as virtual scavenger hunts and holiday celebrations
Flexible work hours
Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more
Superior health plan options
Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%
Outstanding Paid Time Off: 3-4 weeks’ vacation, Paid holidays, Sabbatical
Student Loan Refinancing Discounts
Professional and Career Development Program
EAP, travel assistance, and identify theft included
Wellness program
Purpose-driven culture focused on improving the lives of our patients, communities, and employees
Annual corporate Success Sharing bonus program, which is based on the company’s annual performance.