Administrative Coordinator III

Job Summary

Aids in information maintenance and distribution by drafting presentations, detailed correspondence, and reports. Assists in resolving routine and non-routine requests and issues from department managers. Assists with event coordination and execution.

Essential Responsibilities

• Pursues effective peer relationships to obtain and share resources and information.
• Listens to, addresses, and seeks performance feedback; acts as an informal resource for less experienced team members.
• Adapts to change, challenges, and feedback with minimal guidance; demonstrates flexibility in work.
• Affirms and responds to the needs of others to support completion of work tasks.
• Follows instructions to complete routine and non-routine work assignments with limited supervision.
• Collaborates with others to recommend appropriate solutions for routine and non-routine issues; escalates complex issues; communicates progress and information.
• Supports the completion of priorities, deadlines, and expectations.
• Identifies and speaks up for ways to address improvement opportunities within ones team.
• Maintains the work flow of the department by: assisting in the resolution of non-routine and routine requests and issues from department managers on an ad-hoc basis; identifying problems or questions to propose resolution, with instruction; operating standard office equipment (e.g., email, fax, xerox), with limited guidance; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with typical budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing routine and non-routine time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary.
• Assists with event coordination by: coordinating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
• Assists with event execution by: arranging small-scale events, with minimal guidance; planning for the organization of standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with limited direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; and distributing the agenda and taking meeting minutes in meetings.
• Starts to apply human-resources data maintenance and management by: leveraging working knowledge of department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with some guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports.

Knowledge, Skills and Abilities

• (Core) Ambiguity/Uncertainty Management
• (Core) Attention to Detail
• (Core) Business Knowledge
• (Core) Communication
• (Core) Critical Thinking
• (Core) Cross-Group Collaboration
• (Core) Decision Making
• (Core) Dependability
• (Core) Diversity, Equity, and Inclusion Support
• (Core) Drives Results
• (Core) Facilitation Skills
• (Core) Health Care Industry
• (Core) Influencing Others
• (Core) Integrity
• (Core) Learning Agility
• (Core) Organizational Savvy
• (Core) Problem Solving
• (Core) Short- and Long-term Learning & Recall
• (Core) Teamwork
• (Core) Topic-Specific Communication Knowledge

Knowledge, Skills and Abilities - Functional

• (Functional) Computer Literacy
• (Functional) Customer Experience
• (Functional) Data Entry
• (Functional) Interpersonal Skills

Minimum Qualifications

• Minimum one (1) years of experience in Communications, Business, Health Care, or a directly related field.
• High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.
• Associate's degree in Communications, Business, Health Care, or related field preferred.