ADMINISTRATIVE COORDINATOR

State of Arkansas•Benton, AR

1d•Onsite

About The Position

An Administrative Coordinator is assigned as administrative support to one of the six units located at the Arkansas Health Center. This position is utilized to transcribe doctor’s notes, orders, psychological evaluations; answering the unit phone calls and call buttons; taking care of scheduling medical appointments; maintaining license deadlines for the nursing staff (CNAs, LPNs and RNs), daily, weekly and monthly reports and other administrative support duties. The Department of Human Services is a place for people passionate about serving others and changing lives for the better. We care for Arkansans of all ages and ensure places like child care centers and nursing homes are safe. We are the safety net for the most vulnerable Arkansans. Whether you answer the phones, take applications, protect children, or help care for residents or patients at one of our facilities, you make a difference by working at DHS. Plus, working for the State has great perks, including a pension, maternity leave, paid state holidays, and much more. At DHS, we take care of our employees so you can help care for others.The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Requirements

Knowledge of Long-term Care Rules and Regulations, detailed oriented, organized and good interpersonal skills.
Proficient in medical transcription, MATRIX, Microsoft Excel and Word.
Ability to manage multiple priorities, tasks, and deadlines simultaneously.
High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.
Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.
Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.
A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Responsibilities

Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed.
Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met.
Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed.
Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans.
Prioritize appointments and ensure that all participants are informed and prepared for meetings or events.
Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies.
Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations.
Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency.
Collaborate with team members and leadership to design and implement changes that enhance organizational performance.
Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.