Administrative Project Coordinator

The University of Kansas Health System•Olathe, KS

9h•Onsite

About The Position

The Administrative Project Coordinator provides high-level support to the assigned team/department by assisting with communication, organization, and project management activities. This role may contribute to the team by conducting research, preparing and analyzing statistical reports, in addition to project-based work and program development. The coordinator may also plan, organize, and schedule events as requested. The position requires a high level of expertise in MS Office Suite and the ability to communicate effectively with various departments to keep everyone updated on project changes. A collaborative team approach with support staff and executives is essential, built on regular communication, shared decision-making, and results-oriented problem-solving. The role involves managing highly sensitive information with complete discretion and confidentiality, functioning independently at a high level, making valid judgments to ensure operational integrity, and exhibiting initiative. The coordinator will be responsible for developing and maintaining shared folder files, updating resource lists, coordinating office equipment maintenance, overseeing work order requests, and facilitating the purchase and receipt of office supplies. As delegated, the coordinator may represent department management in communications with hospital executives, vendors, physicians, staff, and community agencies. They will also maintain files for contracts, invoices, and process accounts receivable/payable. This role may also serve as a liaison to other departments, agencies, and outside vendors, and act as a key communicator to all staff levels on behalf of the Director and/or Manager, coordinating and disseminating communication to large audiences and navigating complex and sensitive communication circumstances. Additionally, the role includes assisting with payroll coordination as a backup for Kronos managers and overseeing department meeting schedules, including room booking, material preparation, and catering arrangements.

Requirements

High School Graduate or GED.
2 or more years of experience in an administrative professional role.
Proficient in computer skills and Microsoft Office products.
Fluent English - Ability to read, write and speak.

Nice To Haves

Bachelors Degree Or Business school certificate, or associate degree.
1 or more years of experience working with Volunteers.
1 or more years of experience with event planning.

Responsibilities

Provide high-level support to the assigned department, assisting with communication, organization, and project management activities.
Conduct research, prepare, and analyze statistical reports.
Plan, organize, and schedule events.
Communicate effectively with various departments to keep them updated on project changes.
Support the communication plan before larger rollouts of system-wide communications.
Develop and maintain a collaborative team approach with support staff members and executives.
Coordinate and manage the calendar for the assigned department.
Manage and maintain highly sensitive information with complete discretion and confidentiality.
Plan, organize, analyze, and coordinate data/information and activities.
Complete special projects as assigned by manager/director.
Serve as a liaison to other departments, agencies, and outside vendors as appropriate.
Serve as a key communicator to all levels of staff on behalf of the Director and/or Manager.
Coordinate and disseminate communication to large audiences as needed.
Assist with coordination of payroll, acting as a backup for Kronos managers.
Oversee department meeting schedules (scheduling meeting/events rooms, materials preparation for meetings, ordering water/food, scheduling meetings).
Review, classify, and file correspondence and documents, utilizing a confidential file system.
Develop and maintain shared folder files and documents, and keep resource lists up to date.
Coordinate the maintenance of office equipment, oversee work order request process, and facilitate the process to purchase and receive office supplies.
As delegated by the Director, represent department management for communicating information to hospital executive team, vendors, physicians, staff, and community agencies.
Maintain files for contracts, invoices, and accounts receivable/payable processing.