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Central Health · 6 days ago

Administrative Office Coordinator (TEMPORARY)

US-TX-Austin

Full-time

Onsite

Mid Level

3+ years exp

Central Health is seeking an Administrative Office Coordinator to provide complex administrative support under the direction of managerial staff. This role involves maintaining calendars, handling confidential information, and supporting various departmental activities within the Healthcare Delivery Division.

Health CareHealth DiagnosticsMedical

Responsibilities

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: Working with the appropriate team members to ensure that each meeting is properly set up in accordance with the meeting organizer’s requests and needs; Confirming that all audiovisual equipment and presentations are tested and ready for each meeting; 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; 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 & 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: Medical Management – scheduling transportation assistance for patients; Provider Contracts and Claims Services – patient insurance verification and invoice tracking; and Operations – specialty care projects and access to care initiatives. Real Estate Development & Construction Eligibility Services – mail sorting, scanning and data entry Analytics & Reporting

Performs other duties as assigned

Qualification

Microsoft Office SuiteRecords managementAdministrative proceduresConfidentiality methodsCustomer serviceCritical thinkingCommunication skillsProblem-solvingAttention to detailOrganizational skills

Required

High School diploma

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