Administrative Office Coordinator; TEMPORARY

Overview

Under general supervision, the Administrative Office Coordinator performs complex administrative support under the direction of a managerial position. This position provides full administrative support to Healthcare Delivery Division leadership and others as assigned. This position has frequent daily access to confidential information and protected health information.

• Supports Healthcare Delivery Division leaders and other departmental staff by maintaining calendars, providing information, interpreting and executing administrative policies and procedures, making travel arrangements, preparing expense reports, and reconciling business credit card statements.
• Handles confidential and time sensitive materials including clinical information subject to HIPAA requirements.
• Performs word processing and data entry, creates and maintains databases, conducts online research, formats letters and reports, and composes routine correspondence.
• Supports meetings and events by arranging meetings, taking and transcribing meeting notes and/or minutes of various Healthcare Delivery Division work groups and staff meetings.
• Assists the Executive Assistant with material preparation, room set-up and records retention for meetings, work groups and events as needed.
• Provides daily front desk/reception support to vendors, partners and community members, including greeting, assisting with signin procedures and connecting visitors with applicable staff members.
• Serves as back-up to the Executive Assistant by supporting the Healthcare Delivery Division liaison to HR and Finance, and other duties as directed.
• Orders and distributes office supplies and distributes incoming mail.
• Assigns and logs use of temporary access badges for visitors and contractors, ensuring each badge is tracked and returned daily.
• Coordinates with Manager to issue or void employee badges and access cards for new, transferred, or terminated employees.
• Posts meeting room calendars and information daily.
• Understands Outlook calendaring and assists customers and staff with meeting logistics.
• Ensures meetings are properly set up according to the organizer’s requests, tests audiovisual equipment and presentations, and coordinates tasks such as refreshments, catering, and room setup.
• Ensures meeting rooms are cleaned and ready for subsequent meetings.
• Coordinates housekeeping, contractor, and vendor needs; maintains a tidy front lobby and well-stocked breakroom.
• Assists Manager of Administration with User Support incidents and serves as a backup Single Point of Contact (SPOC) for the Healthcare Delivery Division and coordinates with Field Technicians on computer equipment or software needs.
• Assists in onboarding new team members and directs questions to User Support.
• Prepares and maintains onboarding documents and file folders.
• Takes leadership as Safety Marshal when Manager of Administration & Safety Officer is not present.
• Assists in training Safety Marshals and scheduling CPR/AED trainings.
• Assists in administering records management.
• Provides assistance to Healthcare Delivery Division departments, including:
  Medical Management (transportation for patients);
  Provider Contracts and Claims Services (patient insurance verification and invoice tracking);
  Operations (specialty care projects and access to care initiatives);
  Real Estate Development & Construction;
  Eligibility Services (mail sorting, scanning, data entry);
  Analytics & Reporting.
• Performs other duties as assigned.

• Knowledge of standard office practices and procedures, forms design principles, and other office procedures and terminology.
• Knowledge of administrative and clerical procedures and systems, including word processing, database systems, filing and records management, transcription, and related terminology.
• Knowledge of confidentiality methods and techniques for handling classified, confidential, and sensitive information.
• Knowledge of records management processes for inventorying, verifying, logging, preparing, scanning, and filing records.
• Knowledge of business and organizational planning, coordination, and execution, including resource allocation and leadership techniques.
• Knowledge of short and long-term budgeting and forecasting.
• Knowledge of digital technologies and imaging that impact records management.

• Skill in identifying problems, implementing solutions, and evaluating outcomes.
• Skill in critical thinking to assess strengths and weaknesses of approaches.
• Skill in communicating information clearly in speaking and writing.
• Skill in listening, asking questions, and gathering information.
• Skill in analyzing information and evaluating results to determine best solutions.
• Skill in finding information and identifying essential data.
• Skill in using Microsoft Office Suite for complex operations.

• Ability to shift efficiently between multiple activities or information sources.
• Ability to apply deductive reasoning to specific problems and determine logical answers.
• Ability to develop…