Admin Asst Inter Healthcare

Administrative Support Coordinator

Provide administrative support for the PSQIP (Periprocedural Safety and Quality Improvement Program), Sepsis Program, and Cardiovascular Center (CVC) Quality teams within the Quality Department’s Clinical Quality (CQ) division. This position is a hybrid work position with primary work location being remote, but requiring sporadic on-site support as needed.

40% Calendar and Meeting Support:

• Coordinate and schedule PSQIP, Sepsis, CVC, and other Clinical Quality committee meetings, including meeting invitations, reminders, room reservations, virtual meeting coordination, and distribution of supporting materials.
• Prepare and disseminate meeting agendas and materials at least 24 hours in advance of meetings.
• Maintain and coordinate calendars for multiple Clinical Quality leaders and staff, prioritizing competing scheduling needs.
• Schedule meetings, conference calls, and virtual meetings in a timely and efficient manner.
• Attend meetings and record accurate meeting minutes, action items, and decisions, as appropriate.
• Distribute meeting minutes and supporting documentation within seven (7) days of meetings.
• Track follow-up items and assist teams in meeting established deadlines.
• Maintain and organize meeting materials in a centralized online repository to ensure accessibility, version control, and document retention.

30% Administrative Support

• Coordinate travel arrangements, itineraries, and logistics for site visits, special events, conferences, and external visitors.
• Manage office supply inventory and process purchasing requests to ensure uninterrupted department operations.
• Maintain departmental purchasing card (P-Card) transactions and reconcile expenses using Emburse in accordance with organizational policies.
• Process invoices, reimbursements, and other administrative documentation as required.
• Cross-train and provide backup coverage for Clinical Quality administrative team members as needed.
• Develop, maintain, and update office standard work, procedures, and reference materials.
• Identify opportunities to improve administrative workflows and implement process improvements to enhance efficiency and effectiveness.
• Support onboarding activities for new team members, including coordination of schedules, resources, and training materials.

20% Communication and Information Management Support

• Serve as the primary SharePoint administrator for assigned Clinical Quality teams.
• Maintain, update, and organize SharePoint sites to ensure timely access to current information and resources.
• Assist with development, formatting, and distribution of newsletters, flyers, presentations, educational materials, reports, and other communication tools.
• Support preparation of presentations, reports, dashboards, and meeting materials for leadership and committee meetings.
• Ensure departmental documents are maintained in accordance with organizational records management requirements.
• Perform simple editing and publishing of recorded video content to team SharePoint sites.
• Assist with the retrieval, management, and maintenance of simple data sets under the guidance of team members.

10 % Other duties as assigned

• Associate's degree or an equivalent combination of education and experience.
• 2+ years of relevant work experience.
• Proficiency in use of Microsoft Word, Outlook, Excel, PowerPoint.
• Excellent organizational skills; ability to set priorities and meet deadlines.
• Demonstrated ability to think critically and problem solve operational issues in a logical manner.
• Excellent verbal, written, and interpersonal skills, with a strong customer service ethic.
• Ability to compose and produce professional correspondence, and to communicate effectively and professionally via phone…