Administrative Coord

Albany Medical Center•Albany, NY

About The Position

The Administrative Coordinator provides advanced administrative and project management support to assist with assessment, planning, implementation, and evaluation of department activities within an Albany Med Health System department. The role supports department leadership and staff through project facilitation, change management, presentation preparation, reporting and data analytics support, and coordination of leadership schedules, meetings, and projects. The coordinator may work with people across the organization, including executive assistants, medical professionals and providers, management and finance personnel, in-house attorneys, insurance brokers, and external law firms. The position also supports personnel processes, department financial and purchasing tasks, office operations, equipment and space needs, vendor credentialing, and departmental events. It requires sound judgment, organization, adaptability, strong communication and customer service, and the ability to manage a high volume of work independently and as part of a team. The role is in Information Systems & Services and works the day shift.

Requirements

Associate's degree required; an equivalent combination of relevant education and experience may be substituted as appropriate.
1–3 years of prior administrative or customer service experience required.
Excellent written and verbal communication skills.
Strong attention to detail and demonstrated ability to use sound judgment in decision-making.
Excellent organizational and time-management skills.
Knowledge of medical terminology.
Ability to handle a high workload volume with many variables and demonstrate flexibility and adaptability.
Excellent written and verbal customer service skills and ability to work effectively and efficiently with a diverse population and large team.
Ability to work independently and as part of a team.
Ability to prioritize, multitask, and delegate.
Competency in Microsoft Word, Excel, and Access.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Provide advanced administrative support to the department, its leadership, and team.
Manage and coordinate department meetings and calendar scheduling, and arrange travel for leaders as needed.
Coordinate process-improvement meetings across disciplines and service lines, facilitate project initiation, and support ongoing coordination and collaboration.
Help develop and drive standard work for the department.
Develop communications and presentations for audiences ranging from the department to executive leadership, including preparing data in formats such as PowerPoint or Excel.
Create and distribute meeting agendas and take minutes at staff and other meetings as needed.
Facilitate interview screening calls, schedule interviews, and conduct prescreening assessments as needed.
Coordinate new-hire procedures, training, transfers, and terminations.
Maintain personnel files, including license information, yearly mandatory education, and employee health documentation.
Prepare and submit check requests; process invoices, purchase orders, work orders, and travel reimbursements; and order office supplies.
Submit expense reports.
Maintain department contact lists.
Approve Kronos time for exempt and non-exempt staff.
Submit requests for computer repairs and telecommunications zone-phone reassignment through ServiceNow, and submit orders as needed.
Coordinate regular office cleanings with environmental services.
Oversee vendor and liaison credentialing, including the CDPHP process where applicable.
Maintain department equipment and place service calls as needed.
Monitor and track the department budget, support cost containment, and help ensure budget targets are not exceeded.
Coordinate department recognition events, including planning, ordering, and execution.
Coordinate moves, relocations, and space reengineering to accommodate workflow.
Support other functional areas and members of the organization's leadership team with special projects and clerical tasks as needed.