Administrative Coordinator

Responsibilities

• Provides comprehensive administrative support to the Maternal Fetal Focus Program Manager and the RCHI leadership team, including but not limited to scheduling and coordinating meetings, events, and appointments.
• Reviews documents for supervisors and conduct correspondence as needed.
• Captures and manages in-person and virtual meetings, ensuring all necessary materials and equipment are prepared and providing on-site support when needed.
• Arranges travel for staff and leadership, including booking flights, accommodations, and transportation.
• Prepares detailed travel itineraries and manage any changes or adjustments.

Office Administration

• Oversees day-to-day administrative tasks such as answering phones, responding to emails, managing correspondence, and handling mail.
• Maintains organized files and records of program activities, budgets, and timelines.
• Maintains office procedures.
• Assists in managing budgets and expenses, including monthly procurement card allocations and related reports to directors.
• Tracks project budgets, timelines, and deliverables, ensuring all milestones are met.
• Develops, evaluates, and ensures adherence to administrative and technical office procedures.
• Provides technical information regarding administrative procedures, services, or programs, and monitor compliance with policies and procedures.
• Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies, and procedures.
• Coordinates the maintenance of files, records, office supplies, business contacts, and office equipment.
• Manages office equipment, troubleshoots minor technical issues, and coordinates repairs or replacements as needed.

Operations

• Participates in the planning and execution of administrative operations.
• Applies and interprets management policies or operating procedures and assists in implementing them.
• Analyzes requirements for projects or initiatives and makes recommendations for process improvements, administrative changes, or new initiatives.
• Supports the preparation of periodic evaluation reports by gathering data and compiling information.
• Helps manage grant applications and special projects by coordinating resources and maintaining deadlines.

Other Duties

• Builds and maintains positive relationships with key customers, staff, faculty, partners, and collaborators.
• Performs other related duties as assigned to support the overall goals of the Maternal Fetal Focus Program and other divisions of RCHI as necessary.