Administrative Coord

Albany Medical Center•Albany, NY

5d•$50,639 - $75,959

About The Position

The Administrative Coordinator uses advanced administrative support and project management skills to assist with assessment, planning, implementation, and evaluation of department activities that contribute to the development and success of an Albany Med Health System department. The role performs a range of administrative and office tasks, including facilitating projects, supporting change management, preparing presentations, reporting for data analytics, and supporting the management team. It directly supports leadership schedules and meeting and project needs and communicates 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 may require access to sensitive information, including HIPAA-protected health information and other information regulated by federal and New York State statutes. Workforce members must access only the minimum information needed to perform assigned duties and make reasonable efforts, consistent with organizational policies and standards, to protect information from unauthorized access and modification.

Requirements

Associate's degree.
1–3 years of prior administrative or customer service experience.
Excellent written and verbal communication skills.
Strong attention to detail and demonstrated 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, demonstrating 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 applications, including Word, Excel, and Access.
An equivalent combination of relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor's degree.

Responsibilities

Provide advanced administrative support to the department, its leadership, and team.
Manage and coordinate department meetings, schedule calendars, and arrange travel for leaders as needed.
Collaborate across disciplines and service lines to coordinate process-improvement meetings, facilitate project initiation, and support ongoing coordination and collaboration.
Help develop and drive standard work for the department.
Prepare communications and presentations for audiences ranging from within the department to executive level, 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 personnel functions, including new-hire procedures, training, transfers, and terminations.
Maintain personnel files, including license information and annual mandatory education and employee health documentation.
Prepare and submit check requests; process invoices, purchase orders, work orders, travel reimbursements, and office-supply orders.
Submit expense reports and maintain department contact lists.
Approve Kronos time for exempt and non-exempt staff.
Submit requests for computer repairs and telecommunications changes, including zone-phone reassignment, and place orders as needed.
Coordinate regular office cleanings with environmental services.
Oversee vendor and liaison credentialing, including the CDPHP process where applicable.
Maintain department equipment, including placing service calls.
Monitor and track the department budget, support cost containment, and ensure budget targets are not exceeded.
Coordinate department recognition events, including planning, ordering, and execution.
Coordinate moves, relocations, and space re-engineering to accommodate workflow.
Support other functional areas and members of the organization’s leadership team with special projects and clerical tasks as needed.