Operations Coordinator

JOB SUMMARY:

The Operations Coordinator will provide general administrative support to new hires including the onboarding coordination of equipment and systems access to ensure new hires have the proper tools and access. The coordinator will also coordinate off boarding of equipment and systems’ access modifications. Other responsibilities include calendar management, drafting correspondence, preparing presentations, reports, managing organizational contacts, attending meetings, preparing and distributing meeting notes, sorting mail and ordering supplies. The coordinator acts as the first point of contact for the Director and triages calls from other departments, external and internal auditors, contract employees and external consultants as well as schedules meetings, makes travel arrangements and processes travel reimbursements in a timely manner. The coordinator also ensures meeting documents including agendas are prepared, provided and distributed in a timely manner and generates patient assignments as applicable.

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Provides administrative support to the department, including, but not limited to: calendar management, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.
• Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
• Maintains leadership’s calendar up to date; coordinates vacation, schedules meetings with particular attention to preventing scheduling conflicts.
• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements. Prepares information packages for meetings and distributes timely. Takes and prepares meeting notes as required. Ensures that meeting notes and other written documents are accurate and professional.
• Follows up with Directors to ensure adherence to project and task deadlines.
• Manages vendor invoices in accordance with institutional policies and procedures and accounts payable for the department. Manages subscriptions.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within the established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Evaluates, develops and revises administrative systems to improve efficiency.
• Determines nature of phone calls and initiates appropriate disposition.
• Creates reports, spreadsheets, charts, presentations or other correspondence requested.
• Performs office-related duties such as maintaining organizational charts, up-to-date electronic files, manuals and records. Distributing mail.
• Coordinates onboarding of new hires, ensuring equipment delivery, systems’ access and other requests as necessary.
• Coordinates off-boarding, ensuring the return of BMC equipment and termination of systems access.
• Acts as a liaison with external customers to ensure efficient communications.
• Conducts online and other types of research

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

Job Requirements

REQUIRED EDUCATION AND EXPERIENCE:

Bachelor’s degree and three to five years of experience in progressively more responsible positions in office administration, or equivalent combination of education and experience.  

PREFERRED EDUCATION AND EXPERIENCE (If none, please enter “N/A”):

1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred

KNOWLEDGE, SKILLS & ABILITIES (KSAs) (If none, please enter “N/A”):

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint)

Equal Opportunity Employer/Disabled/Veterans

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