Senior Administrative Coordinator
About The Position
Generation Next Fertility is redefining fertility care through clinical excellence, operational innovation, empathy, education, and patient empowerment. We are seeking a highly organized, proactive, and detail-oriented Senior Administrative Coordinator to support the daily administrative and operational functions of our growing practice. This role serves as a key resource for physicians, leadership, and administrative teams by ensuring the office remains organized, efficient, and responsive. The Senior Administrative Coordinator is responsible for coordinating executive support, office administration, workforce scheduling, onboarding, project coordination, and administrative workflows. The ideal candidate thrives in a fast-paced healthcare environment, enjoys solving problems, and takes pride in creating organized systems that help the entire team succeed. This is an excellent opportunity for an experienced administrative professional looking to grow into operations and practice management within a rapidly expanding healthcare organization.
Requirements
- Bachelor's degree required.
- Prior administrative, executive assistant, office management, healthcare coordination, or related experience strongly preferred
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- High level of professionalism, discretion, and confidentiality.
- Experience coordinating schedules, projects, or onboarding activities preferred.
- Experience developing documentation, SOPs, or administrative processes preferred.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
- Comfortable learning new software systems and administrative processes.
- Self-motivated with the ability to work independently and collaboratively.
- Commitment to providing exceptional internal and patient-facing service.
Responsibilities
- Manage calendars, meetings, and scheduling for leadership.
- Prepare agendas, meeting materials, and record meeting minutes as needed.
- Draft, proofread, and distribute internal communications, reports, presentations, and organizational documents.
- Coordinate travel arrangements, expense reports, and invoice processing.
- Maintain confidential files, records, and administrative documentation.
- Oversee office supplies, inventory, purchasing, and administrative resources.
- Coordinate facility maintenance requests and communicate with building management and vendors.
- Triage urgent operational issues, including facility emergencies, HVAC concerns, equipment malfunctions, and vendor-related matters.
- Maintain organized electronic and physical filing systems.
- Coordinate office equipment, service contracts, and administrative resources to ensure smooth day-to-day operations.
- Prepare and maintain employee schedules and shift assignments in collaboration with department leaders.
- Coordinate schedule changes, PTO requests, and staffing coverage to support daily operations.
- Assist with workforce planning and administrative staffing needs.
- Maintain scheduling records and workforce tracking systems.
- Coordinate recruitment activities, including posting positions, scheduling interviews, and communicating with candidates.
- Assist leadership throughout the hiring process.
- Coordinate onboarding for new employees, including orientation schedules, documentation, system access, badges, and training logistics.
- Maintain onboarding checklists to ensure a consistent and welcoming new hire experience.
- Support employee engagement initiatives and administrative aspects of performance review processes.
- Develop, update, and maintain Standard Operating Procedures (SOPs), administrative policies, and workflow documentation.
- Ensure SOPs remain current and are communicated effectively across departments.
- Coordinate administrative projects and track timelines, deliverables, and follow-up items.
- Assist with implementation of new administrative processes and organizational initiatives.
- Identify opportunities to improve efficiency, standardize workflows, and strengthen administrative operations.
- Serve as a central administrative resource for physicians, leadership, and clinical teams.
- Coordinate communication between departments to ensure timely completion of administrative tasks.
- Assist with special projects and organizational initiatives as assigned.
- Provide day-to-day administrative support that enables clinical teams to focus on delivering exceptional patient care.
- Demonstrate strong judgment in determining the next most important action and effectively prioritizing competing responsibilities in a fast-paced environment.
- Take ownership of operational challenges, proactively identify solutions, and drive issues to completion with minimal oversight.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
