The Administrative Coordinator provides secretarial and administrative support to assigned department.
Under the direction of a Manager or Director, the Coordinator is responsible for scheduling and maintaining
the calendar heads of one or more designated departments, prepares correspondence and coordinates the
day-to-day operations of the department.
MAINTAINS CALENDAR AND SCHEDULE: Arrange meetings providing notification to
participants and attendees. Prepares and distributes agenda in advance of meeting.
Serves as recording secretary. Prepares and distributes minutes. Provides follow-up
when necessary. Reserves rooms for meetings, arranging for room set-up and
equipment as necessary. Maintains a current and accurate membership list of
assigned committees. Maintains records of meetings. Handles all travel arrangements
PREPARES CORRESPONDANCE FOR DEPARTMENT CLINICAL HEAD: Drafts
letters, reports, statistical data and memoranda as required. Prioritizes in order to meet
deadlines when applicable. Assists with special projects, compiling materials for
submission or distribution and responding to various agencies as required.
Prepares/drafts correspondence for department clinical head. Develops reports,
creating and modifying programs to meet the needs of department.
PROVIDES FRONT DESK SUPPORT: Receives visitors and telephone callers,
determining needs, prioritizing urgency and providing referral to appropriate individual.
Takes accurate messages and keeps department head and/or Director aware of calls
that need to be returned. Reviews, sorts and distributes mail as appropriate. Maintains
organized filing system to facilitate retrieval of chart and materials, assuring
confidentiality of patient and employee information as well as other sensitive material.
RESPONSIBLE FOR DAY-TO-DAY OPERATION OF THE OFFICE: Maintains office
supplies and equipment to maximize efficiency and maintain good stewardship of
resources. Exercises initiative, judgement and knowledge within the scope of
responsibilities of administrative, procedural and managerial details in day-to-day
activity of the department. Supervises office support staff, providing regular feedback
regarding performance in addition to completing annual performance reviews and in
coordination with Executive Director and Human Resources, issuing disciplinary action
when required. Acts as liaison to Executive Council, Directors, employees and others
to communicate messages, schedule meetings and disseminate information.
TRACKS TIME AND EXPENSES: Tracks expenses for clinical head. Reconciles and
processes monthly expenses. Collects and maintains timelogs for physician and
employees. Processes check requests consistent with organizational policy as
*2 - 4 years Administrative/clerical support for mid- to upper-level management, preferably in a healthcare
*2 - 4 years Proven ability to use independent judgement and function autonomously (Required)
2 - 4 years Working knowledge of medical terminology (Preferred)
* High School Diploma or GED (Required)
2 year / Associate's Degree (Preferred)
Combination of relevant education and experience may be considered in lieu of degree.