[Hiring] Administrative Coordinator @Vituity

Role Description

Communicate any messages/inquiries/issues effectively, in a timely manner and professionally by showing sensitivity and respecting confidentiality. This includes both written and verbal communications with internal and external clients.

• Complete a broad variety of administrative tasks in support of the assigned department including:
• Managing an active calendar of appointments
• Completing expense reports
• Composing and preparing correspondence that is sometimes confidential
• Arranging complex and detailed travel plans, itineraries, and agendas
• Compiling documents for travel relative meetings
• Prepare professional reports and presentations as directed.
• Manage daily administrative duties with an emphasis on enhancing efficient workflow.
• Assist leadership with calendar support, including:
• Internal/external meeting scheduling
• Reviewing calendars for conflicts
• Accepting/declining meetings on behalf of leaders
• Reminders of meetings and logistics and/or materials that may be needed
• Make travel arrangements on behalf of leadership in accordance with policy.
• Prepare and edit correspondence, communications, presentations, and other documents.
• File and retrieve documents and reference materials.
• May conduct research, assemble and analyze data to prepare reports and documents.
• May initiate follow-ups for specific leadership initiatives, including:
• Contract expiration
• Meeting action items
• Evaluation feedback
• Surveys
• Required education and compliance
• May be responsible for answering and screening phone calls in a professional manner.
• May work with department leaders to develop necessary materials (e.g., manual, training modules, curriculum, etc.) to support the program.
• Coordinate staff meetings/events/conference calls as instructed by leadership, including:
• Agenda preparation
• Presentations
• Staffing
• Meeting collateral
• Logistics
• Notes and action item follow-up
• Review operating practices and implement improvements where necessary.
• Utilize and enter data into all department databases.
• Coordinate regional department activities as directed.
• Maintain Reporting, Time and Expenses, Project Status Reports, and Budget Reports.
• Collect and analyze data to produce weekly and monthly specialized reports.
• May coordinate seminars/meetings, including:
• Planning
• Coordination with corporate staff on mailings, hotels
• Pre- and post-seminar follow-up
• If supporting the Marketing department, duties will also include:
• Serve as the primary point of contact for requests from other departments
• Maintain the [email protected] distribution list
• Regularly update and maintain essential marketing documents, content databases, and media assets.
• Support campaign planning and execution efforts
• Coordinate the development of product and/or materials and other documents as needed
• Attend project meetings and take minutes.
• Support a wide variety of special projects some of which may have organizational impact.
• May support the planning efforts associated with broader enterprise-wide meetings and events.

Qualifications

• High School Diploma or GED equivalent required.
• Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required.
• 3-4 years of increasingly complex administrative support & project coordination experience preferred.
• Previous experience supporting a Marketing team is preferred if assigned to the Marketing department.
• Previous customer service experience preferred.
• Ability to work independently with drive and initiative but also work well within a teamwork setting.
• Detail oriented and organized with the ability to juggle multiple tasks.
• Ability to complete tasks with varying priorities under conditions requiring speed and accuracy.
• General knowledge of administrative procedures and standard business office practices.
• Must have strong customer service skills with client interactions both verbally and written.
• Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills.
• Demonstrated ability to handle detailed work accurately and quickly.
• Strong verbal and written communication skills.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to establish and maintain effective working relationships.
• Ability to read, understand and communicate in English sufficient to perform the duties of the position.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• If in the Business Development department, proficiency in content authoring tool – Captivate.
• If in the Learning & Development department, the ability to create e-learning courses.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions
• Generous paid time off starting 3-4 weeks’ annually
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP and travel assistance included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees