Executive Coordinator Information Technology

Mount Sinai Medical Center•Miami Beach, FL

About The Position

The Executive Coordinator will support IT internal processes including supplier invoice requests, purchase requests, contract management, and other administrative and business functions.

Requirements

Bachelors Degree
5+ years in Support / Coordination role

Responsibilities

Coordinates and facilitates executive administration issue management and escalation.
Assesses administative issues and develops resolutions to meet productivity, quality, and customer satisfaction goals.
Maintains constant and effective interaction with hospital user departments as well as the leadership team.
Controls all official documents of the department to maintain compliance with Federal and State regulations.
Answers Chief Information Officer's telephone calls and coordinates conference calls.
Prioritizes and routes calls according to importance and urgency.
Schedules and coordinates meetings for the Chief Information Officer and maintains the Chief Information Officer's calendar.
Monitors productivity of administrative processes and develops innovative methods to increase productivity without sacrificing quality.
Meets with the IT Management staff to keep them up-to-date on the progress of projects and issues, as requested.
Schedules meetings with vendors and staff and drafts minutes in an accurate and timely manner.
Informs managers and supervisors of employee and staff related issues (such as evaluations, physicals, management change status, incident reports, etc).
Coordinates and facilitates regular meetings with staff to discuss plans, time lines, issues and status of contract negotiation and execution.
Coordinates and provides a wide variety of administrative and staff support services requiring skills and knowledge of the area's policies and practices.
Develops and coordinates detailed work plans, schedules, project estimates, resource plans, budgets and status reports.
Ensures all contract procedures are in compliance with the MSMC procurement policies.
Maintains and updates the IT contract database and ensures that all information in the database is current.
Prepares check requests for all IT invoices to be paid, matching against IT Contracts and maintaining the spreadsheet of all invoices paid on a monthly basis.
Coordinates activities between Accounts Payable department and Vendors to reconcile and resolve IT invoices, purchase orders, and check requests.
Interfaces with vendors and marketing personnel to control and schedule access to IT personnnel.
Coordinates and leads groups to administer contracts and solve administrative issues.
Attitude – Maintains a positive attitude, welcomes and incorporates feedback, and shows appreciation for colleagues, patients, partners and customers in a consistent manner.
Teamwork - Demonstrates great teamwork, shares information with others, responsive with all communications/deliverables, collaborates with the team to resolve open issues, and anticipates the needs of colleagues in a consistent manner.
Service Delivery – Takes personal ownership of issues, ensures a high degree of accuracy with all communications/deliverables, completes tasks according to committed timelines, demonstrates excellent service recovery, and communicates with customers in a consistent manner. Maintains customer satisfaction at high levels.
Service Management – Actively monitors assigned service tickets, documents activities thoroughly, and resolves issues within the established service levels in a consistent manner.