Administrative Coordinator

Martin's Point Health Care•Scarborough, ME

12d•Onsite

About The Position

The Administrative Coordinator provides administrative assistance to the Vice President. Responsibilities include maintaining and coordinating calendars, databases, preparing presentations and reports, basic data analysis, scheduling meetings, handling complex and confidential projects, providing general administrative support with consideration to department priorities. This role is distinguished from the Administrative Assistant position by the focus and reporting relationship to a Vice President or Director, project and/or coordination, as well as the complexity of work, degree of supervision received, and the level of autonomy.

Requirements

High school diploma or equivalent required.
4+ years of relevant administrative experience in a business office environment required.
Advanced skills in MS Office (including Word, Excel, PowerPoint, Access, Outlook, Publisher, and Visio).
Proficiency with the Internet and Intranet.
Ability to take/record/transcribe clear, concise, and accurate meeting minutes.
Advanced skills in filing both electronic and paper documents.
Strong organizational skills (i.e., attention to detail, manage multiple, concurrent deadlines while maintaining focus on organizational goals and objectives).
Ability to take direction from multiple individuals and manage tasks appropriately to meet deadlines.
Ability to handle confidential and sensitive information in a discreet and professional manner.
Ability to function independently.
Takes appropriate initiative while soliciting input/advice appropriately.
Ability to collaborate with all internal departments and staff with dedication to customer service satisfaction.
Excellent interpersonal and communication, verbal and written skills.

Nice To Haves

Associate degree preferred.
Experience as a senior level administrative assistant preferred.
Experience in a health care environment preferred.

Responsibilities

Interacts with internal and external customers in a courteous and professional manner.
Responsible for producing documents utilizing MS Office software (e.g., meeting minutes, communications, reports, spreadsheets, correspondence, presentations, etc.).
Ensures ease of access of information by maintaining appropriate databases.
Completes project assignments to include gathering information, report generation, spreadsheet compilation and analysis, and maintenance of records and files.
Provides travel support by making airline, hotel and conference reservations, assists with logistical arrangements for local conferences/meetings, site visits and training seminars.
Prepares documents, reports, and presentations using Microsoft Office and Visio software.
Coordinates appointments, meetings, schedules, calendars for internal and external activities.
Answers incoming calls and emails or directs to appropriate individuals.
Shares responsibility for managing and maintaining online filing system, overseeing operation of all office equipment, managing and prioritizing mail, ordering supplies, and managing office expenses.
Partners with Support Services and Information Technology regarding new equipment, phones, ergonomic needs, etc. for new and existing employees.
Partners with Human Resources to coordinate and schedule new provider orientation and onboarding.
Orders and maintains inventory of printed supplies (e.g., business cards, letterhead, envelopes, etc.).
Assists in the coordination of department projects and/or programs.
Processes provider time off requests, as well as weekend and evening call swaps.
Processes provider timecards bi-weekly.
Maintains monitors in waiting rooms and break areas for content.
Tracks receipts and reconciles department credit cards monthly in Concur.
Attends trainings as directed to enhance job skills and maintain requirements.
Performs other administrative duties as necessary.