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 GSPP Rehabilitation. The coordinator serves as an expert in office administration in support of various departments that comprise the administrative headquarters, including but not limited to the Executive Office, Marketing, Patient Admission & Experience, Human Resources, Environmental Services, Quality, Infection Prevention, Risk & Regulatory Affairs. Members of this team must have a strong commitment to the organization’s values & mission as well as the necessary technical and organizational skills to successfully perform the duties of this role.

Responsibilities

• Visitor / Customer Service
  • Ensures communication and collaboration with supervisor and co-workers to serve customers to the best of his/her ability.
  • Is professional in appearance and in all actions as a representative of the company.
  • Anticipates customers’ needs and acts accordingly.
  • Works to enhance customer satisfaction at all times.
  • Analyzes problems from the customers’ point of view and identifies 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 safety initiatives.
  • Exhibits awareness of proper safety when carrying out daily responsibilities.
• General Administrative Duties
  • Telephone: Answers/monitors central number for the Administrative Headquarters and direct lines; resolves issues that can be managed directly and escalates those requiring further attention.
  • Calendars: Maintains individual calendars to maximize effectiveness of those supported, including initiating or accepting meetings, coordinating travel, and providing reference materials.
  • Mail Distribution: Opens and delivers Administrative group’s mail at Rittenhouse; resolves items that can be managed directly and escalates others.
  • Mail Preparation: Prepares mail or packages for outgoing delivery; tracks critical deliveries requiring timely receipt.
  • Meeting Coordination: Coordinates meetings requiring meals, refreshments, or special requests; ensures room is “meeting ready” before and after meetings.
  • Meeting Administration: Handles meeting logistics for sponsors, including scheduling, distributing agendas, creating sign-in sheets, taking minutes, and following up on action items.
  • “Welcoming”/Hospitality: Provides hospitality to visitors and customers as a liaison; presents a professional impression at all times.
  • Expense Administration: Prepares expense reports, reconciles corporate credit card statements, and processes check requests.
  • Administrative Reporting: Prepares reports, presentations, and basic communications.
  • Payroll Delegate: Serves as a payroll delegate; enters updates for leader’s direct reports to meet approval and payroll deadlines.
  • Huddle Help: Maintains designated “huddle boards,” ensuring timely posting of information and scheduling of GEMBA Rounds for those in level 2 or higher huddles.
  • Filing: Maintains an efficient filing/recordkeeping system for those supported, balancing accessibility with the security of confidential information.
  • Supply Coordinators: Orders, stocks, and maintains necessary supplies for administrative functions; organizes to ensure “as needed” availability without overstocking; delivers special order supplies.
  • Special Event Support: Assists with special events and actively participates in culture or experience initiatives.
  • Performs other duties as assigned.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Bachelor’s Degree or comparable experience preferred.

Work Experience

• Experience utilizing SharePoint and Project systems preferred.
• Microsoft Office suite experience including Word, Excel, and PowerPoint preferred.