ADMINISTRATIVE OPERATIONS COORDINATOR

WE ARE SHARING HOPE SC•North Charleston, SC

4d•Onsite

About The Position

Performs a variety of complex administrative duties for Operations and specifically provides administrative support to clinical services division. Assists the Director of Clinical Services, Manager of Clinical Services, and Regional Supervisors with all administrative tasks associated with departmental goals and needs. This role also involves coordinating travel, vendor needs, meetings, and maintaining schedules. The position requires ensuring smooth operations of administrative functions, including managing fleet vehicles, traveler accommodations, and supplies. Additionally, the role supports leadership with meeting preparation, minute-taking, and general administrative tasks. Regular visits to satellite offices are part of the responsibilities, along with providing backup to the Front Desk Concierge.

Requirements

AS degree in Business Administration required
5 years in an administrative assistant position with general office policy and procedure experience required
Computer literate with high level proficiency using spreadsheet, database programs and word processing
Ability to follow verbal and written instructions and work on projects with little to no supervision
Or an equivalent combination of education and experience

Responsibilities

Scheduling phone screens and interviews for potential candidates
Facilitating the self-scheduling process for the clinical coordinators every 60-90 days
Ensuring that travelers and independent contractors are added to all appropriate SHSC platforms and systems
Coordinating the clinical services fleet vehicle process, traveler accommodations, and coordinator/AOC travel arrangements
Overseeing and coordinating all travel arrangements for Clinical Services Leadership
Coordinating all vendor needs for monthly Clinical Services staff meetings
Coordinating all off-site Clinical Services meetings including statewide rounding
Coordinating all Clinical Services meetings with internal and external parties
Developing and maintaining the SHSC Medical Director schedule in conjunction with Clinical Services Leadership and the SHSC Medical Director team
Coordinating with external partners to arrange in services for clinical staff and SHSC
Assisting Clinical Services leadership with all needs related to meetings/programs and/or projects
Assisting with preparation and restoration of conference rooms, facilities and/or equipment needs for scheduled activities/meetings
Preparing and maintaining minutes and distributing accordingly
Ensuring office is maintained well and is appealing to staff and visitors
Preparing and distributing correspondence in various formats to appropriate individuals/groups
Performing general administrative duties, including, but not limited to, data entry, copying, scanning, answering phones, mailing, filing, audit assistance, drafting newsletters or bulletins, and special project needs
Rounding once monthly to all SHSC satellite offices to deliver supplies, donor charts, as well as to inventory all supplies including expiration dates
Providing periodic back-up to Front Desk Concierge (admin team member) when needed
Other duties as assigned