Administrative Coord

Albany Medical Center; City of Albany (NY); On-site; USD 51,000 - 76,000; Full time

Job summary

Albany Med Health System is seeking an Administrative Coordinator in the Information Systems & Services department. The role involves advanced administrative support, coordinating meetings and travel for leaders, and delivering data-driven presentations to support department initiatives.

The position emphasizes project management, change management support, and close collaboration with executives, professionals, and finance staff. Strong organizational and MS Office skills are essential.

Qualifications

• Associate’s Degree is required.
• Bachelor’s Degree is preferred.
• 1–3 years of administrative or customer service experience is required.
• Excellent written and verbal communication skills.
• Strong attention to detail and sound judgment.

Responsibilities

• Provide advanced administrative support to department leadership and team.
• Coordinate department meetings, calendars, and travel for leaders.
• Develop and drive standard work; prepare presentations and data reports in PowerPoint or Excel.
• Process invoices, purchase orders, and travel reimbursements; manage office supplies.
• Support credentialing, recruitment processes, and onboarding procedures.

Skills

Administrative support

Project management

Communication skills

Time management

Attention to detail

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Department/Unit:

Information Systems & Services

Work Shift:

Day (United States of America)

Salary Range:

$50,639.00 - $75,959.00

The Administrative Coordinator utilizes advanced administrative support skills and project management skills to assist with assessment, planning, implementation and evaluation of department activities contributing to the development and success of an AMHS department. This position is responsible for performing a variety of administrative and office related tasks such as facilitating projects, change management support, presentation preparation, performing reporting duties in support of data analytics, and providing support to the management team within AMHS departments. The position has direct responsibility of supporting leadership schedules regarding meeting and project needs. The Administrative Coordinator may interact and communicate with a wide variety of individuals throughout the organization, such as Executive Assistants, medical professionals and providers, management and finance personnel, in-house attorneys, insurance brokers and attorney firms external to the organization.

Essential Duties and Responsibilities

• Provides advanced administrative support to the department, it’s leadership, and team
• Manage and coordinate department meetings, calendar scheduling and arrange travel for leaders as needed
• Communicates and collaborates across all disciplines and service lines to coordinate process improvement meetings, facilitate initiation of projects, support ongoing coordination and collaboration
• Helps develop and drive standard work for the department
• Facilitates development of communications and presentations from intra-department to executive-level, including data preparation in formats such as PowerPoint or Excel
• Responsible for creating and distributing meeting agendas and taking minutes at staff meetings and other meetings as necessary
• Facilitates Interview Screening calls; schedules interviews and conduct pre-screening assessments as needed
• Performs personnel functions, including coordinating new-hire procedures, training, transfers and terminations
• Keeps personnel files up to date including license information and yearly mandatory education and employee health documentation
• Prepares and submits check requests, Process invoices, purchase orders, work orders, travel reimbursements and orders office supplies
• Submits expense reports
• Maintains department contact lists
• Kronos time approvals for Exempt and Non-Exempt staff
• Submits requests for computer repairs, servicenow request to telecommunications for reassignment of zone phones and order submissions as needed
• Works with environmental services to schedule regular office cleanings
• Oversees credentialing for vendors and liaisons, including CDPHP process where applicable
• Responsible for maintenance of all equipment including placing service calls
• Monitors and tracks department budget, ensures cost containment and not exceeding budget targets
• Responsible for coordinating department recognition events; planning, ordering and execution
• Responsible for coordinating any moves; relocations; re-engineering of space to accommodate workflow
• Support other functional areas and members of the organization’s leadership team with special projects and clerical tasks as needed

Qualifications

• Associate’s Degree - required
• Bachelor’s Degree - preferred
• 1-3 years Prior administrative or customer service experience. - required
• Excellent written and verbal communication skills.
• Strong attention to detail and demonstrated ability to use sound judgment in decision-making.
• Excellent organizational skills with demonstrated time management skills.
• Knowledge of medical terminology.
• Ability to handle high workload volume with many variables, demonstrating flexibility and adaptability.
• Excellent customer service skills (written and verbal), demonstrating the ability to work effectively and efficiently with a diverse population and large team.
• Ability to work well independently as well as within a team unit.
• Ability to prioritize, multi-task, and delegate.
• Competency in Microsoft applications (Word, Excel, Access).
  Equivalent combination of relevant education and experience may be substituted as appropriate.

Physical Demands

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Constantly
• Lifting - Rarely
• Carrying - Rarely
• Pushing - Rarely
• Pulling - Rarely
• Climbing - Rarely
• Balancing - Rarely
• Stooping - Rarely
• Kneeling - Rarely
• Crouching - Rarely
• Crawling - Rarely
• Reaching - Rarely
• Handling - Occasionally
• Grasping - Occasionally
• Feeling - Rarely
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Frequently
• Eye/Hand/Foot Coordination - Frequently

Working Conditions

• Extreme cold - Rarely
• Extreme heat - Rarely
• Humidity - Rarely
• Wet - Rarely
• Noise - Occasionally
• Hazards - Rarely
• Temperature Change - Rarely
• Atmospheric Conditions - Rarely
• Vibration - Rarely

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.