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Administrative Coordinator

Company: Baystate Health
Location: Springfield
Posted on: November 10, 2019

Job Description:

SUMMARY DESCRIPTION This role will provide administrative support for the Hospitality and Facilities organizations at Baystate Health. This individual will ensure department-wide administration needs are met as described below Provides extensive administrative support and some secretarial support to Department Management personnel. Responsible for coordination of the daily operations of the office. Independently prepares and/or completes a variety of complex reports, analyses, spreadsheets, and databases. Takes initiative to respond to inquiries and represents the department in resolving problems, exchange of information, and interpretation of departmental policy and procedures. JOB REQUIREMENTS 1) Schedule and prepare meeting logistics, coordinate preparation, and distribution of materials, record minutes and maintain/monitor action items to ensure tasks are accomplished in a timely manner. Provides office operation coordination and administrative support to two multiple Sr Directors and Managers. Organize and attend meetings and may act as a recorder of proceedings. Coordinate follow-up actions. 2) Project Management - Administrative projects as assigned and ensure the accurate and timely completion of tasks. Collaborates with team(s) to keep projects on-time and moving forward. May function as a project team leader. 3) Manages the facilitation process for various meetings as requested by the Department Management. Conducts and/or attends meetings, takes, transcribes, and distributes meeting minutes, coordinates follow-up on action items. 4) Monitor departmental budgets and accounts. Initiates and prepares appropriate paperwork for purchase/expenditures for furniture, equipment, office supplies, standard department inventory, travel, and other purchases. Prepares complex financial and administrative reports, statements, rosters, etc. performs difficult data and/or information gathering, computes complex calculations, spreadsheets, drafts and prepares special reports analyses for review by supervisor. Reconcile and submit time and expense reports promptly. Handle routine correspondence as directed. May independently compose documents based on the verbal direction and /or knowledge of company policy and procedures 5) Maintains contacts inside and outside Baystate Health to obtain or relay information, arrange meetings, gather data, etc. Receives and screens visitors and telephone calls for the department and responds to general inquiries or routes to appropriate personnel. 6) Develops, maintains, and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records, and other documents. 7) Perform other duties as assigned such as space planning, team travel, and work-from-home schedules/calendars, record-keeping, phone listings, maintaining office supplies and invoice and purchasing activity 8) Troubles shoot and manage technical support for the team, including managing service requests. 9) May oversee the onboarding of new hires and contractors. Train and assist other staff in the utilization of applications or department/company policies, procedures and administrative systems. 10) Sets up and maintains a filing system for the assigned department, including confidential data and ensures records are accurate and up-to-date. 11) Welcome, and escort visitors and clients throughout the office. 12) Screen mail and telephone inquiries and direct these requests to the appropriate person. Independently respond to questions and situations which arise during the manager's absence, using discretion, judgment, and knowledge of the department's activities. MINIMALLY REQUIRED EDUCATION High School Diploma PREFERRED EDUCATION Associates Degree MINIMALLY REQUIRED EXPERIENCE Two or more years of office experience PREFERRED EXPERIENCE SKILLS/COMPETENCIES Proficiency in Microsoft Office Suite. Strong working knowledge of Outlook (for scheduling people and rooms) and PowerPoint (for developing presentation material).Team-player with strong communication skills. Detail-oriented, highly organized and process management skills to manage a wide range of incoming requests and responsibilities. Expected to demonstrate sound judgment and strong interpersonal skills. Demonstrates problem-solving and advanced organizational skills and the ability to work with little guidance. Must have the ability to manage multiple set priorities, support projects of varied scopes, and maintain confidentiality. Education: GED or HiSET (Required) Languages: Certifications: Work Experience: Competencies: Responsibilities: Skills: Training Details: Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status. About Baystate Health Baystate Health (BH) is one of New England's leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and a net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals and the Baystate Mary Lane Outpatient Center in Ware: - Baystate Medical Center in Springfield - Baystate Children's Hospital (located at Baystate Medical Center) - Baystate Franklin Medical Center in Greenfield - Baystate Wing Hospital in Palmer - Baystate Noble Hospital in Westfield

Keywords: Baystate Health, East Hartford , Administrative Coordinator, Administration, Clerical , Springfield, Connecticut

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