Administrative Coordinator

JOB DUTIES:

• Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures.  Liaises with third party service providers for the department.  Serves as a key interface with other departments to identify and resolve issues.  Determines urgency of situation when contacting/interrupting senior staff members/physicians.
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• Schedules and coordinates meetings, appointments, travel arrangements, conferences and training resources.   Prepare agendas and assembles background materials.  Attends meetings, prepares notes and performs required administrative follow up.  Coordinates events; organizes publicity, AV and other necessary arrangements.
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• Initiates or responds to correspondence and memoranda.  Prepares presentation material as required.  Prepares and ensures accuracy of confidential documents, in accordance with department/service area procedures.  Creates and maintains various paper and electronic filing systems.   Enters updates and retrieves information stored in files and database. 
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• Monitors and maintains staff schedules; reviews and verifies employee records, transfers payroll hours as directed and informs Manager of any discrepancies.  Ensures employee personnel files and paperwork is completed as required. Assists with the on boarding process for new hires and outside consultants when required.  May give routine assignments to and/or assists in overseeing the general work activities of lower level clerical and secretarial staff as directed by the department head/administrator.
  • Compiles and reviews financial and/or statistical data for the departmental unit.   Performs bookkeeping functions or other financial information monitoring.  Monitors budget, expense account and special funds, assists with projections and preparation of budgetary recommendations, identifies and resolve anomalies.  May analyze small data sets.  Provides support for special projects and assignments.  Researches, analyzes, and summarizes information and source materials for reports.  Prepares data and contributes on projects and studies.