Administrative Coordinator

Gift of Life Michigan; Ann Arbor (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

Gift of Life Michigan is seeking an Administrative Coordinator to assist department directors and managers. This role provides essential administrative support, manages calendars, coordinates meetings, and handles correspondence to help the department run smoothly.

The position requires strong organization, attention to detail, and proficiency with Microsoft Office. You will work in a fast-paced healthcare environment, supporting training materials and department operations as part of a

Qualifications

• High school diploma or equivalent with two years prior administration and/or office work experience.
• Associate degree preferred.
• Experience in healthcare, transplant center, or organ/tissue procurement preferred.

Responsibilities

• Provide administrative support to ensure efficient operation of the assigned department(s).
• Manage calendars and meeting arrangements, expense reports and other financial related tasks, and travel arrangements for the department director; support department managers as directed.
• Coordinate and facilitate department meetings and record meeting minutes.
• Support department with software programs, audiovisual equipment, office systems and other shared resources.
• Perform data entry and maintain accurate department databases or other systems of information.
• Process and distribute departmental mail and maintain filing systems.
• Coordinate supply orders for department.
• Provide support and coverage for administrative staff as needed.
• Assist with assembly of department training materials and training of administrative staff.
• Perform other duties as assigned.

Skills

Written English

Verbal English

Initiative

Critical thinking

Problem solving

MS Office

Outlook

Teams

Organizational skills

Attention to detail

Written communication

Verbal communication

Distraction management

Standard office equipment

Fast-paced work

Task management

Deadlines

Education

High school diploma

Associate degree

Job description

In alignment with Gift of Life Michigan's core purpose and core values, the Administrative Coordinator acts as an assistant to the director(s) and manager(s) of an assigned department and performs tasks to support the overall department along with special projects and other assignments.

Duties & Responsibilities

The following job duties and responsibilities are stated in broad terms and not intended to be inclusive. Those in bold are essential duties of the position:

• Provide administrative support to ensure efficient operation of the assigned department(s).
• Provide administrative support such as managing calendars and meeting arrangements, expense reports and other financial related tasks, and travel arrangements for the department director. Similar support provided for department manager(s) as instructed by the director.
• Coordinate and facilitate department meetings and record meeting minutes.
• Serve as department support for software programs, audio visual equipment, office systems and other shared resources.
• Perform data entry and maintain accurate department databases or other systems of information.
• Process and distribute departmental mail and maintain electronic and/or physical filing system.
• Coordinate supply orders for department.
• Provide support and coverage for administrative support staff, including the Office Assistant and Packaging Assistant, as needed.
• Assist with assembly of department training materials.
• Assist in training of administrative support personnel, when requested.
• Perform other duties as assigned.

Qualifications

Education and/or Experience

Required

• High school diploma or equivalent with two years prior administration and/or office work experience.

Preferred

• An associate degree.
• Prior experience in a healthcare organization, transplant center, or organ/tissue procurement organization.

Knowledge, Skills, and Abilities (KSA)

• Written and verbal fluency in English.
• Ability to exercise initiative, critical thinking, and problem-solving.
• Proficiency with Microsoft Office programs, including Outlook and Teams and other technology systems used in business operations.
• Strong organizational skills and ability to manage multiple and competing priorities.
• Demonstrate attention to detail.
• Strong written and verbal communications skills.
• Concentrate and function with frequent distractions and interruptions.
• Use standard office equipment.
• Ability to work in a fast-paced environment.
• Ability to manage task or project assignments and meet deadlines.

Organizational Culture Expectations

• Demonstrate the competencies of Professional, Determined and Compassionate.
• Maintain a motivated and positive attitude.
• Support an inclusive work environment.
• Ability to successfully collaborate and work as a member of an interdisciplinary team.
• Actively seek improvements.
• Always maintain a safe working environment and use of Universal Precautions.
• Maintain appropriate level of confidentiality in all areas dealing with sensitive, protected, and confidential information.