CO Sr Administrative Coordinator

Specific Duties & Responsibilities

Support the administrative office on administrative issues with expertise in new policies and procedures. Function as the lead administrative support for the administration team which includes exercising independent judgment in resolution of administrative problems including problem resolution, questions, guidance and information dissemination and in formulating policy and procedural changes. Accurately coordinate complex scheduling for the CAO and 1-3 other Senior Management Team members, setting priorities and efficiently coordinating the use of the Team’s time. Coordinate complex meetings, prepare meeting materials and agendas. Take responsibility for overall coordination of recurring meetings by engaging in such duties as contacting participants and preparing necessary materials. Serve as liaison with internal departments and external organizations performing associated activities. Assist CAO in preparing for full range of meetings and presentations. Prepare pertinent materials for the CAO to assist her/him in presenting at meetings and presentations. Proofread all correspondence sent out on behalf of the CAO. Regularly interact with all levels of executive and support staff internally. Contact executives of external hospital/agencies as needed in transmitting or obtaining information. Assume responsibility for special projects on an independent basis related to development of clinical, research, and administrative activities as assigned. Prepare and submit accounts payable and purchasing paperwork and track payment of invoices. Prepare professional, accurate, and succinct reports. Coordinate and implement office services such as purchasing, records control, projects and budget accounting operations. Coordinate and assist with planning of special projects and events, office activities and committee meetings. Format reports, graphs, tables, records and other sources of information and summarize materials for Administrator’s use in a variety of settings. Analyze unit operating practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures. Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information. Screen and prioritize incoming correspondence, phone calls and visitors. Assume responsibility for expediting requests/inquiries that do not require an executive reply. Attend all mandatory in-service training sessions as assigned by Administrator. Answer telephone in a courteous manner, identifying self and department. Record and distribute messages in an accurate and timely manner. Make travel arrangements (meeting registration, transportation, accommodation) as requested. Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports. Perform other duties as required. Perform duties as assigned by the CAO with minimum supervision.