ISD Operations Coordinator; Asheville, NC

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Employee - Full Time Clerical Asheville, Asheville, NC, US

30+ days ago Requisition

Salary Range: $50,006.54 To $65,008.50 Annually

LOCATION: Asheville, NC – this is an office-based position in Asheville, NC. Prefer incumbent live in NC or within 40 miles of the NC border. Vaya Health’s office operates Monday – Friday from 8:30am-5:00pm EST.

GENERAL STATEMENT OF JOB

The ISD Operations Coordinator, as part of the ISD Operations team, is responsible for day‑to‑day business activities within the Information Services division. Under the direction of Chief of Staff Information Services, the ISD Operations Coordinator will carry out administrative support services for the division and leadership team in such a manner ensuring success of the strategic vision of the division and overall organization as a whole.

This position is responsible for a variety of duties in areas such as meeting organization, executive calendaring, purchase and receiving, credit card reconciliations, inventory audits, and other duties as assigned. A successful candidate will have established success working in a highly flexible and evolving office environment, able to effectively problem solve while interacting with all levels of the organization. A solid and proficient knowledge base of all Microsoft O365 applications is a requirement including the ability to create pivot tables, charts, and presentations.

ESSENTIAL JOB FUNCTIONS

Administrative Support Coordination:

• Manage ISD Leadership Team calendars and provide support for division level meetings including the development of presentations and supporting materials
• Work with executive level admin support in coordinating calendars and meeting logistics
• Assist in resolving administrative/high‑level issues with Chief of Staff Information Services, divisional leadership and the Executive Support team for ELT
• Facilitate in purchasing supplies for ISD Division and maintaining purchase documentation in an organized manner in alignment with department budgetary restrictions and organizational policy

Contract Management and Purchasing:

• Track, analyze, and maintain ISD contract submissions; ensure all contracts and SOWs are submitted in line with approved policy and ISD Leadership approval and reconcile with ISD budget
• Ensure all purchase orders and contracts related to ISD expenses align with the ISD budget
• Manage annual contract renewals process with ISD leadership and Contracts department
• Work with internal and external stakeholders to ensure contracts and SOWs are reviewed and are in line with business expectations
• Compile reporting metrics and information for Executive Leadership meetings

Asset Management and Reconciliation:

• Perform monthly auditing and reconciliation of on‑site IT assets and prepare summary of findings to ISD leadership as instructed
• Report and resolve any discrepancies in audits of IT assets to Chief of Staff Information Services and ISD Operations Manager for review and escalation
• Reconcile Purchase Orders within Asset Management System to ensure accuracy of received supplies shipments

Other responsibilities as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Has thorough knowledge of office and business practices as necessary in the completion of daily responsibilities.
• Able to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc., as they pertain to organizational and division operations and activities.
• Excellent verbal and written communication with the ability to communicate with all levels of staff within the organization and external stakeholders.
• Ability to assemble information in a concise, clear, and effective manner.
• Able to use independent judgment as situations warrant.
• Has the ability to comprehend, interpret and apply regulations, procedures, and related information.
• Has a mathematical aptitude and ability to add, subtract, divide and multiply.
• Proficient in typing, must have excellent computer skills (Microsoft O365 Suite including Word, Excel,…