Job Description
The Administrative Coordinator provides assistance and support to the Executive Director, other directors and as staff as assigned. The position is responsible for calendars, anticipates and addresses the needs to maximize use of time. This includes balancing commitment, obligations and commitments to ensure their use of time is efficient and effective. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.
Responsibilities
- Responds to calls and visits from internal and external customers and the public at large; determines urgency of the situation. Suggests appropriate referrals. Answers telephones, prioritizes, screens and redirects calls. Answers questions, handles routine matters, and escalates issues as appropriate.
- Maintain electronic appointment calendars; Prepares meeting agendas, minutes, and base PowerPoints for division meetings conducted by executive director; prepares announcements and updates to be shared with entire division through a variety of methods (email, video board, bulletin boards, etc.) and organizes and prioritizes large volumes of information and calls.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
- Receives screens, and routes incoming and outgoing mail to appropriate persons or offices and process mail requiring special handling.
- Composes, types and prepares correspondences, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copy; and maintains electronic or paper file. Generates standard reports from databases and computerized systems. Track statistics and data.
- Provides research and administrative support to special projects/meetings. Prepares data on projects/meetings and studies such as analyzing division activities. Gathers, investigates, researches analyzes or studies information impacting organization operations.
- Prepares for meetings, notifies participants, prepares agenda, takes and transcribes minutes of special committee meetings, regular meetings.
- Coordinates communication with appropriate leaders related to patient recovery, patient experience, and patient referrals in a timely manner.
- Develops procedures for expense and/or statistical reporting and implementing cost reductions.
- Manages concerns/complaints in a professional, respectful, and effective manner.
- Performs receptionist duties by greeting visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or department
- Oversees office management and maintenance.
- Assist in other duties as assigned to support the operational needs of the department and organization.
- May be required to remain on campus immediately before, during, and after severe weather and/or disasters.
Qualifications
Minimum Education
- High School Diploma or Equivalent Required
Minimum Work Experience
- 2 years administrative support experience Required
Required Skills, Knowledge and Abilities
- Proficiency in Microsoft Office Suite & other software programs.
- Detail-oriented.
- Strong organizational and time management skills.
- Strong ability to keep information organized and confidential.
- Good interpersonal and customer service skills.
- Good oral and written communications skills.
- Tactful when working under deadlines in a team environment.
- Accepts accountability for work product.
- Ability handling several tasks at once.
- Ability for flexibility in schedule to meet division objectives and deadlines.
About Us
Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includes three hospitals, four medical parks, Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental employers in northwest Florida.
Baptist Health Care, Inc. is an Equal Opportunity Employer. BHC maintains and enforces a policy that prohibits discrimination against any workforce members or applicants for employment because of sex, race, age, color, disability, marital status, national origin, religion, genetic information, or other category protected by federal, state or local law.
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Baptist Health Care
Dec 06, 2024