Job Summary

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.

Job Responsibilities and Accountabilities:

ADMINISTRATIVE COORDINATOR

• 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 as required.
• 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 required.