Administrative Coordinator - Marketing grads welcome, full benefits, no weekends!
About The Position
The Administrative Operations Coordinator supports the practice’s administrative processes and provides direct support to managers, providers, and the management team. The role helps ensure smooth day-to-day operations and supports patient care and the practice team. The coordinator assists with practice documentation and correspondence, organizes high-priority tasks, maintains spreadsheets and reports, tracks project assignments, coordinates with vendors, and prepares materials for meetings and events. The role also manages an active calendar, helps plan community and team events, supports inventory management, and coordinates deadlines and assignments. The position works with the Community Relations Team to support referring providers and their practices, including on-site visits and participation in community events. It also supports educational events by editing and formatting provider presentations, and helps coordinate team activities and ongoing staff support. The coordinator assists with recruiting and onboarding new team members, including interview coordination, orientation, and follow-through. Other duties and special projects may be assigned.
Requirements
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
- Proficiency in Adobe Creative Cloud Suite and practice website updates.
- Strong time-management and organizational skills, with the ability to prioritize multiple tasks accurately and with attention to detail.
- Strong interpersonal skills and the ability to build relationships with providers, team members, patients, and local vendors while maintaining a professional, warm, and thoughtful approach.
- Ability to work collaboratively with management and the Community Relations Team, handle pressure, meet deadlines in a fast-paced environment, manage varied tasks, and handle confidential matters with discretion.
- Ability to develop and deliver team training materials and staff training sessions alongside the management team.
- Ability to facilitate oral and written communications and participate in ongoing interactions.
- Ability to occasionally stoop, kneel, crouch, or crawl and frequently lift or move up to 10 pounds.
- Visual abilities including close, distance, and color vision; peripheral vision; depth perception; and the ability to adjust focus.
Responsibilities
- Support day-to-day practice operations in collaboration with the practice administrator and management team.
- Assist with practice documentation, correspondence, task prioritization, spreadsheets, reports, and surveys.
- Track project assignments, coordinate with vendors, and communicate with and support managers.
- Research, prepare, prioritize, and follow up on projects; compile materials and draft spreadsheets and presentations for meetings and events, including confidential work.
- Manage the calendar of meetings and events and help plan and execute the annual Community Events and Team Events Calendar.
- Respond to vendor inquiries, coordinate meetings and assignments, track tasks, facilitate processes, meet deadlines, and maintain administrative supply inventory.
- Support the Community Relations Team, referring providers, and their practices, including participating in on-site visits as needed.
- Attend and participate in community relations events, some of which occur outside normal business hours, up to five times per year.
- Support COPE course submissions by editing, formatting, and combining provider PowerPoint presentations for educational events.
- Plan and coordinate team events and activities, including research and comparison with prior-year budgets, timelines, and activities.
- Provide day-to-day support to team members and providers with a patient, warm, and welcoming approach.
- Support management with new hires by coordinating interviews and leading onboarding and orientation, including preparation and follow-through.
- Develop and execute team training materials and host staff training sessions alongside the management team.
- Perform other duties and special projects as needed or assigned.
Benefits
- Full benefits package, including medical, vision, dental, and life insurance
- 401(k) with employer matching
- Paid time off and paid holidays
- Paid maternity leave
- Optical education reimbursement
- Competitive base pay
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
