Administrative Coord

Albany Med; New York (NY); On-site; USD 51,000 - 76,000; Full time

Job summary

Albany Med Health System is seeking an Administrative Coordinator to provide advanced administrative and project support to the Information Systems & Services department. The role includes calendar management, meeting coordination, travel arrangements, and preparation of presentations using PowerPoint or Excel.

The position involves data reporting for analytics, change-management support, and collaboration with executives and multidisciplinary teams.

Qualifications

• Associate degree required.
• Bachelor's degree preferred with 1–3 years of admin or customer service experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.

Responsibilities

• Provides advanced administrative support to the department and leadership.
• Manage and coordinate department meetings, calendar scheduling and travel for leaders.
• Coordinate process improvement meetings and support project initiation.
• Develop standard work and assist with data analytics presentations.
• Prepare agendas, take minutes, and support interview screening and onboarding.
• Process invoices, purchase orders, and travel reimbursements.
• Maintain department budget tracking and credentialing for vendors.
• Support special projects and cross-functional activities as needed.

Skills

Administrative support

Project coordination

Communication

Microsoft Office

Education

Associate's Degree - required

Bachelor's Degree - preferred

Tools

Microsoft Word

Excel

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.

Albany Medical Center is the centerpiece of medicine, research, and medical education in New York’s Capital Region and is the area's largest private employer with more than 10,000 employees.

Albany Medical Center offers excellent career opportunities in a wide range of roles in both patient care and administration.

We value all our staff members and offer outstanding employee benefits including:

• Excellent health care coverage with no copay at Albany Medical Center providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

Anchored in the state’s historic capital city, Albany Medical Center offers a full range of inpatient and outpatient care and is home to the region’s largest hospital, only Level 1 adult and pediatric trauma centers, and only children’s hospital.

The downtown campus also offers opportunities at Albany Medical College.

Albany Medical Center, along with Columbia Memorial Health, Glens Falls Hospital, Saratoga Hospital, and the Visiting Nurses, form the Albany Med Health System, serving more than three million people over 25 counties.