Administrative Coordinator

POSITION SUMMARY: The Administrative Coordinator serves as the key support for Vital Village Networks office operations, including, but not limited to: preparing and editing correspondence, spreadsheets, communications, presentations and other documents, managing and maintaining leadership' schedules, appointments and travel arrangements, arranging and coordinating meetings and events, recording/transcribing and distribute minutes of meetings, and •coordinating project-based work. This role includes vendor set-up, invoicing, reviewing and submitting timesheets, and providing administrative support in preparation and completion of budgetary projects. Works autonomously, sets priorities and makes independent decisions of a complex nature. Provides ongoing special project support to ensure optimal administrative support for Vital Village Networks. Position: Administrative Coordinator Department: Pediatrics Schedule: Part Time ESSENTIAL RESPONSIBILITIES / DUTIES: General Functions Oversees/coordinates specific projects mainly related to meeting scheduling; provides leadership in project management Provides administrative support including, but not limited to: scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides. Independently composes high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution. Maintains leadership's calendars accurately with particular attention to scheduling conflicts. Organizes and coordinates departmental meetings or committees, including reserving conference rooms, sending and tracking invitations. Sets up room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed). Prepares meeting agenda; prepares and distributes information packages required for meetings. Takes and prepares minutes of meetings. Ensures that minutes and other written documents are professional and accurate. Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party. Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the department and the institution. Performs office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc. Other Adheres to department and hospital standards, including the following: Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc. Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided. Utilizes hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals. Follows established hospital infection control and safety procedures. Other duties as needed. JOB REQUIREMENTS EDUCATION: Bachelor's degree plus at least 1 year office/administrative experience (will consider equivalent combination of formal education and experience, i.e. Associates plus 3 years related experience or HS/GED plus 5 years related experience). KNOWLEDGE AND SKILLS: Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills. Highly proficient with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers. Ability to work independently and and effectively prioritize work assignments. Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel. Strong problem solving skills Proven ability to work with confidential information Equal Opportunity Employer/Disabled/Veterans