Administrative Coordinator
Martin’s Point Health Care
- Brunswick, ME
- Permanent
- Full-time
The Administrative Coordinator provides administrative assistance to the VP and Practice Administrator. Responsibilities include: maintaining and coordinating calendars, databases, preparing presentations, basic data analysis, scheduling meetings, handling complex and confidential projects, providing general administrative support with consideration to department priorities.This role is distinguished from the Administrative Assistant position by the focus and reporting relationship to a Vice President or Practice Administrator, project and/or program coordination, as well as the complexity of work, degree of supervision received, and the level of autonomy.Job DescriptionKey Outcomes:
- Interacts with internal and external customers in a courteous, professional manner.
- Responsible for producing various documents utilizing MS Office software, including minutes, memos, reports, spreadsheets, correspondence, etc. on a daily basis.
- Ensures ease of access of information by maintaining appropriate data bases.
- Completes project assignments to include compiling information, report generation, spreadsheet compilation and analysis, and maintenance of necessary records and files.
- Provides travel support in making airline, hotel and conference reservations assists with site visits and with logistical arrangements for local conferences/meetings, site visits and training seminars.
- Prepares presentations using Microsoft Office and Visio software.
- Coordinates appointments, meetings, schedules, calendars for internal and external activities.
- Answers incoming telephone calls and directs to appropriate individuals.
- Share responsibility for managing and maintaining filing system, overseeing operation of all office equipment, managing and prioritizing mail, ordering supplies, and managing office expenses.
- Follow-up and liaison with Support Services regarding new equipment, phones, ergonomic needs, etc. for new employees Coordinates and schedules new employee orientation schedules for new employees.
- Orders all printed supplies, i.e. Business cards, letterhead, envelopes and keeping supplies stocked.
- Assists in the coordination of department projects and/or programs
- Tracks receipts and reconciling the department credit card; attaching those receipts, on a timely monthly basis
- Attends training as directed to enhance job skills. Performs other administrative duties as necessary.
- High school diploma or equivalent required. Associate Degree preferred.
- 4+ years of relevant administrative experience in a business office environment required.
- Experience as a senior level administrative assistant preferred.
- Experience in a health care environment preferred.
- Demonstrates an understanding of and alignment with Martin’s Point Values.
- Advanced skills in MS Office (including Word, Excel, PowerPoint, Access and Outlook, Publisher and Visio)
- Proficiency with the Internet and Intranets Ability to take/record/transcribe clear, concise and accurate meeting minutes Advanced skills in filing both electronically and paper copy
- Strong organizational skills (ability to prioritize and multi-task while maintaining focus on organization objectives).
- Ability to take direction from multiple individuals and prioritize tasks appropriately to meet deadlines.
- Ability to handle confidential and sensitive information in a discreet and professional manner.
- Ability to function independently.
- Takes appropriate initiative while soliciting input/advice appropriately.
- Ability to collaborate with all internal departments and staff with dedication to customer service satisfaction.
- Excellent interpersonal, communication and writing skills Strong attention to detail.