Clinic Admin Coordinator

Job Responsibilities

• Provide support and backup for the Site Director in all areas of daily operations.
• Prepare a wide variety of complex and confidential reports, letters, memos, and documents from rough drafts or verbal instructions.
• Review completed correspondence for accuracy, form, and completeness.
• Analyze information and validate data for reports, contracts, and special projects.
• Maintain and manage a master calendar for all Hopkinsville location events and activities.
• Absorb and manage a recurring (cyclic) event schedules.
• Organize, and schedule company meetings in office, offsite, and via videoconference.
• Cook up and assist with agency events and special projects as needed.
• Cook up and assist with logistics and travel arrangements for management and any staff attending travel for training or conferences.
• Assist Site Director in any meeting coordination needed i.e. prepare agendas, develop presentations, and record/distribute minutes.
• Provide support to executive staff as needed.
• Proofread and coordinate printing of agency forms, reports, publications, and flyers.
• Obtain pricing, manage the approval process, and maintain logs to ensure the correct version is in use.
• Check mailbox, sort and distribute agency mail.
• Greet and assist visitors, vendors, and other guests.
• Order and maintain inventory of office and janitorial supplies.
• Ensure supplies are organized and equipment is used optimally.
• Maintain vendor contact lists for supplies, services, and other operational needs.
• Oversee agency vehicle operations, including scheduling and maintenance.
• Assist Site Director in communicating building maintenance issues with building manager and coordinating service calls for equipment.
• Aid in tracking deadlines for contracts, certifications, licenses, training and other administrative requirements at the Hopkinsville clinic.
• Aid in tracking and communicating outreach activities that are scheduled for the Hopkinsville area.
• Serve as the primary administrative point of contact for the Hopkinsville clinic in the Site Director’s absence, ensuring continuity of daily operations.
• Act as the administrative liaison between the Site Director, clinic staff, central administration, vendors, community partners, and other agency departments.
• Aid the Site Director in preparing for internal meetings, audits, inspections, site visits, program reviews, and external partner visits.
• Maintain organized electronic and physical administrative files in accordance with agency policies, records-retention requirements, and confidentiality standards.
• Provide orientation to administrative procedures, office systems, facility protocols, and other non-clinical processes for new administrative staff and other employees as assigned.
• Process checks as needed and distribute agency credit cards to authorized staff as required.
• Collect and submit completed purchase orders, receipts, and supporting documentation for monthly credit card reconciliation.

Qualifications

• Associate’s degree in related field such as business, finance, or administration is required; a Bachelor’s degree is preferred.
• Demonstrated experience in administrative office support, with a strong understanding of office procedures and best practices.