Administrative Coordinator Community Health

Full-time

615 N. Michigan Street

Clerical

Day

Reports to the Executive Director, Community Impact, or designated Manager. Provides administrative support by coordinating schedule, preparing for meetings, making travel arrangements, preparing correspondence and reports, and responding to requests for information. Provides database management, outcomes measurement, data analysis, and results reporting. Work requires the independent exercise of discretion and judgment on general administrative functions, departmental services, and special projects.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Provides administrative assistance by:

• Maintaining calendar, regularly scheduling, and arranging meetings, conferences, appointments, etc.; assuring a smooth flowing workday.

• Providing all pertinent data/material required for productive meetings, appointments, and professional presentations.

• Preparing documents from notes, dictation, rough draft, or general instructions, a variety of correspondence, forms, charts, statistical tables, and reports of a highly confidential and/or sensitive nature.

• Receiving and distributing mail and responding to routine information requests.

• Maintaining and ordering inventory and supplies.

• Invoicing, recording, and depositing revenue appropriately

Coordinates facility management services by:

• Assisting with planning, set-ups, audio visual equipment, and refreshments for meetings as requested.

• Overseeing maintenance of building/suite; acts as liaison with support staff.

Provides data management for month-end close and general ledgers for grant and non-grant financials:

• Writes and reviews journal entries for multiple budgets.

• Analyzing cost center activity by reconciling all departmental responsibility reports (20) by verifying entries and comparing system reports. Also troubleshoots, if necessary, to balance.

• Drafts and maintains fiscal year grant budgets to balance to Beacon�s general ledgers.

• Maintains inventory by tracking fixed assets for the department and assets purchased for grants.

• Provides applicable data during grant review committee meetings to ensure activities performed are in accordance with grant guidelines and regulations.

• Maintains the database for community benefit tracking for the hospitals and compiles the report that is sent to the finance department.

Coordinates and completes special projects as developed and assigned by:

• Serving as a key member of assigned project operations and planning committee.

• Assisting in developing, overseeing income, expenses, and monitoring budgets for assigned project.

• Assisting with the marketing efforts/strategies to promote assigned project.

• Participating in the evaluation and reporting.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related assignments and special projects as directed.

• Keeping current with data processing software development, Internet applications, and general support service programming.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.

• Completes mandatory education, annual competencies, and department specific education within established timeframes.

• Completes annual employee health requirements within established timeframes.

• Maintains license/certification, registration in good standing throughout fiscal year.

• Direct patient care providers are required to maintain current BCLS (CPR), and other certifications as required by position/department.

• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.

• Adheres to regulatory agency requirements, survey process and compliance.

• Complies with established organization and department policies.

• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.

• Cultivate human talent.

• Embrace performance improvement.

• Build greatness through accountability.

• Use information to improve and advance.

• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of an associates or baccalaureate degree with emphasis in Information Systems or related field. Minimum two to three years of progressively responsible experience working in a social service agency utilizing database management, Internet and software applications, and organizational support services.

Knowledge & Skills

• Requires ability to use computing systems, database management, spreadsheet, word processing and other applications software.

• Demonstrates strong planning and organizational abilities necessary to coordinate comprehensive programs.

• Demonstrates well developed communication skills, both verbal and written, necessary to relay information clearly and concisely to clients.

• Requires well developed administrative skills and proficiency in word processing, spreadsheet and presentation software and a working knowledge of internet capabilities. Demonstrates well developed interpersonal skills necessary to effectively interact with clients with social, cultural, and age-appropriate sensitivity.

• Requires ability to work independently and make sound decisions under stressful conditions.

• Demonstrates clear understanding of outcomes measurement and results reporting.

• Demonstrates effective skills to recognize and resolve issues in a diplomatic and tactful manner and organize and coordinate staff and activities.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.