Administrative Coordinator

About the role

Serves as a member of the administrative services team in support of the efficient operations of the administrative headquarters for Good Shepherd Penn Partners. The coordinator serves as an expert in office administration in support of various departments that comprise the administrative headquarters, including but not limited to: Executive Office, Marketing, Patient Admission & Experience, Human Resources, Environmental Services, Quality, Infection Prevention, Risk & Regulatory Affairs.

Responsibilities

• Visitor / Customer Service
  • Ensures communication and collaboration with supervisor and co-workers to serve customers to the best of their ability.
  • Is professional in appearance and actions as a company representative.
  • Anticipates customers’ needs and acts accordingly.
  • Works to enhance customer satisfaction at all times.
  • Analyzes problems from the customers’ point of view; identifying resolutions accordingly.
  • Honors customers’ confidentiality at all times.
  • Strives to understand and value differences in others’ race, nationality, gender, age, background, experience, and style.
• Employee Safety Accountabilities
  • Demonstrates a personal commitment to ensuring a safe healthcare facility and working environment.
  • Participates in company and department-wide initiatives for safety.
  • Exhibits awareness of proper safety when carrying out daily responsibilities.
• General Administrative Duties
  • Telephone: Answers/monitors central number for the Administrative Headquarters and assigned direct lines; resolves issues directly or escalates as needed.
  • Calendars: Maintains individual calendars to maximize effectiveness, including scheduling meetings, coordinating travel, and providing reference materials.
  • Mail Distribution: Opens and delivers mail for the Administrative group; resolves manageable items or escalates as needed.
  • Mail Preparation: Prepares outgoing mail/packages and tracks critical deliveries.
  • Meeting Coordination: Orders meals/refreshments for meetings and ensures rooms are "meeting ready" before and after.
  • Meeting Administration: Administers meetings, including scheduling, distributing agendas, creating sign-in sheets, taking minutes, and following up on actions.
  • Welcoming/Hospitality: Provides hospitality to visitors and customers, presenting a professional impression.
  • Expense Administration: Prepares expense reports, corporate credit card reconciliations, and check requests.
  • Administrative Reporting: Prepares reports, presentations, and basic communications.
  • Payroll Delegate: Serves as a delegate for payroll processing, updating records for leader’s direct reports.
  • Huddle Help: Maintains designated "huddle boards," ensuring timely posting of information and scheduling of GEMBA Rounds.
  • Filing: Maintains an efficient filing/recordkeeping system while ensuring security of confidential information.
  • Supply Coordinator: Orders, stocks, and maintains necessary supplies for administrative functions.
  • Special Event Support: Assists with special events and participates in culture or experience initiatives.
  • Other duties as assigned.

Requirements

• Bachelor’s Degree or comparable experience preferred.
• Experience utilizing SharePoint and Project systems preferred.
• Microsoft Office suite experience including Word, Excel, and PowerPoint preferred.