Easter Seals Jobs

Overview

Under general supervision, the Administrative Office Coordinator performs complex administrative support under the direction of a managerial position. This position provides full administrative support to Healthcare Delivery Division leadership and others as assigned. This position has frequent daily access to confidential information and protected health information.

Responsibilities

Essential Duties (at least 5 that are non-negotiable duties and are absolutely pertinent to successfully completing the job without accommodations): Supports various Healthcare Delivery Division leaders and other departmental staff by maintaining calendars, providing information, interpreting and executing administrative policies and procedures, making travel arrangement, preparing expense reports, reconciling business credit card statements. Handles confidential and time sensitive materials including clinical information that is subject to HIPAA requirements. Performs computer word processing and data entry, to include creating and maintaining databases, conducting online research, formatting letters, reports and other information, and composing routine correspondence. Supports meetings and events by arranging meetings, takes and transcribes meeting notes and/or minutes of various Healthcare Delivery Division workgroups and staff meetings. Assists the Executive Assistant with material preparation, room set-up and records retention for meetings, work groups and events as needed. Provides daily front desk/reception support to vendors, partners and community members including greeting, assisting with signin procedures and connecting visitors with applicable staff members. Serves as back-up to the Executive Assistant by supporting the Healthcare Delivery Division liaison to HR and Finance, and other duties as directed. Orders and distributes office supplies as needed and distributes incoming mail. Assigns and logs any use of temporary access badge to visitor and contractors. Ensures that each badge is tracked and returned on a daily basis. Coordinates with Manager to issue or void employee badges and access cards, for all new, transferred, or terminated employees. Post Meeting room calendars and information daily. Understands Outlook calendaring and assists customers and staff with meeting logistics including: o Working with the appropriate team members to ensure that each meeting is properly set up in accordance with the meeting organizers requests and needs; o Confirming that all audiovisual equipment and presentations are tested and ready for each meeting; o Coordinating with team members to ensure all tasks are completed before each meeting, which include refreshments, catering orders, room set up and any special requests; o Ensuring that all meeting rooms are properly cleaned and ready for next meeting at all times. Serves as coordinator of any housekeeping, contractor, and vendor needs. Will also ensure that front lobby is tidy and the breakroom is clean and well stocked. Assists Manager of Administration with User Support incidents, serves as a backup Single Point of Contact (SPOC) for the Healthcare Delivery Division and coordinates with Field Technician to ensure they are directed to the appropriate team member requesting assistance with their computer equipment or software programs. Assists setting up new team members on their first day and directs any questions to User Support. Prepares and maintains all Onboarding documents and file folders. Takes leadership as Safety Marshal when Manger of Administration and Safety Officer is not present. Assists Manager of Administration with the training of Safety Marshals and scheduling of classes for the CPR and AED training. Assist in administering records management. Provides assistance to all Healthcare Delivery Division departments and others as assigned, including: o Medical Management - scheduling transportation assistance for patients; o Provider Contracts and Claims Services - patient insurance verification and invoice tracking; and o Operations - specialty care projects and access to care initiatives. o Real Estate Development and Construction o Eligibility Services - mail sorting, scanning and data entry o Analytics and Reporting Performs other duties as assigned.

Knowledge/Skills/Abilities: Knowledge of: Standard office practices and procedures including forms design principles and other office procedures and terminology. Administrative and clerical procedures and systems such as word processing and data base systems, filing and records management systems, transcription, and other office procedures and terminology Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information Records management processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, and filing of records Principles and processes involved in business and organizational planning, coordination, and execution including resource allocation, leadership techniques, a production method Short and long-term budgeting and forecasting Knowledge of digital technologies, electronic imaging, micrographic, and emerging technologies that impact records management. Skill in: Identifying the nature of problems, implementing solutions, observing and evaluating the outcomes of a problem solution to identify lessons learned or redirect efforts Thinking critically using logic and analysis to identify the strength and weaknesses of different approaches Communicating information and ideas in speaking and writing concisely Listening carefully to what other people are saying and asking questions as appropriate Analyzing information and evaluating results to choose the best solution and solve problems Knowing how to find information and identifying essential information Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems Performing complex operations in Microsoft Office Suite Ability to: Efficiently shift back and forth between two or more activities or sources of information Use deductive reasoning to apply general rules to specific problems to come up with logical answers and decide if an answer makes sense Develop approaches for implementing an idea Utilize independent discretion and judgment Pay attention to details

Qualifications

MINIMUM EDUCATION: High School diploma

PREFERRED EDUCATION: 15 to 30 college hours from an accredited university or college. Associates degree highly preferred.

MINIMUM EXPERIENCE: Three years of administrative experience supporting managers, directors and executives with complex meeting and coordinating activities by adjusting actions in relation to others' schedules or calendars.

PREFERRED EXPERIENCE: Healthcare industry experience is preferred.