Administrative Coordinator

Crosstimbersinc; De Leon, Brownwood, Stephenville (TX, TX, TX); On-site; USD 38,000 - 60,000; Full time

Job summary

AccelHealth is seeking an Administrative Coordinator to provide essential support to the Executive Team and HR, ensuring smooth operations across the organization. The role encompasses confidential administrative duties, event planning, internal communications, and social media content coordination.

Responsibilities include handling correspondence, coordinating meetings, managing logistics for events, and supporting grant applications and procurement.

Qualifications

• Requires high school diploma or equivalent.
• Associate or bachelor’s degree preferred.
• Experience in administrative support is a plus.

Responsibilities

• Answers and screens telephone calls and delivers messages for the Executive Team; arranges conference calls.
• Greets scheduled visitors and conducts them to appropriate areas or personnel.
• Assists HR with orientation and onboarding activities.
• Types correspondence for the Executive Team, including mailed communications, faxes, email, and confidential correspondence; provides clerical support to staff as needed.
• Prepares purchase requisitions for the Executive Team as needed.
• Assists management with preparation of grant applications, as requested.
• Creates and maintains filing systems and databases to ensure accurate recordkeeping and ease of access.
• Manages the flow of internal and external mail; receives, logs, and distributes incoming daily mail to appropriate personnel.
• Coordinates and arranges meetings, workshops, and all-staff meetings; prepares agendas, coordinates meeting logistics, reserves and prepares facilities, and assists with meeting materials and follow‑up as needed.
• Manages petty cash fund, including logging disbursements, reconciling funds, and requesting reimbursement up to $500.
• Manages internal keys for facilities.
• Composes and types correspondence and reports as requested.
• Manages, schedules, and tracks company vehicle maintenance, including routine servicing, inspections, repairs, registration, and related documentation.
• Maintains confidentiality of all corporate and personnel matters.
• Assists HR and organizational leadership with planning, coordinating, and implementing employee engagement activities, recognition programs, staff celebrations, and other initiatives.
• Assists with planning and coordinating company events, including developing timelines, coordinating logistics, and preparing materials.
• Assists with the physical setup and breakdown of meetings, employee events, celebrations, workshops, and other activities.
• Helps coordinate employee appreciation and recognition activities, including gathering materials and supporting events.
• Assists HR with employee engagement initiatives, surveys, and communications.

Education

High school diploma or equivalent

Associate degree

Bachelor's degree

Job description

I. POSITION INFORMATION

• A. POSITION: Administrative Coordinator
• B. CLASSIFICATION: Non-Exempt
• C. ACCOUNTABLE TO: HR Director
• D. DEPARTMENT: Administration
• E. PROGRAM: CHC
• F. OSHA CATEGORY: 3

II. JOB SUMMARY

An Administrative Assistant provides essential support to ensure the smooth operation of the
organization. This role performs highly responsible, confidential, and complex administrative
assignments for the Executive Team, Directors, and Human Resources.
In addition to general administrative duties, the Administrative Assistant provides support with
organizational events, employee engagement activities, internal communications, and social
media content. This position assists with planning, coordinating, preparing, setting up, and
supporting employee and organizational events and activities.
The Administrative Assistant may assist with preparing materials for meetings, taking minutes
when needed, coordinating logistics, and supporting special projects. This role exercises
independent judgment, understands the requirement for flexibility, and accommodates shifting
priorities while staying organized and on task.

III. RESPONSIBILITIES AND AUTHORITIES

• A. Answers and screens telephone calls and delivers telephone messages for the Executive
  Team; arranges conference calls.
• B. Greets scheduled visitors and conducts them to appropriate areas or personnel.
• C. Assists HR with orientation and onboarding activities.
• D. Types correspondence for the Executive Team, including mailed communications, requested
  faxes, email, and confidential correspondence; provides clerical support to staff as needed.
• E. Prepares purchase requisitions for the Executive Team as needed.
• F. Assists management with preparation of grant applications, as requested.
• G. Creates and maintains filing systems and databases to ensure accurate recordkeeping and ease of access.
• H. Manages the flow of internal and external mail; receives, logs, and distributes incoming daily
  mail to appropriate personnel.
• J. Coordinates and arranges meetings, workshops, and all-staff meetings; prepares agendas,
  coordinates meeting logistics, reserves and prepares facilities, and assists with meeting materials
  and follow‑up as needed.
• K. Manages petty cash fund, including logging disbursements, reconciling funds with
  appropriate personnel, and requesting reimbursement up to $500.00.
• L. Manages internal keys for facilities.
• M. Composes and types correspondence and reports as requested.
• N. Manages, schedules, and tracks company vehicle maintenance, including routine servicing,
  inspections, repairs, registration, and related documentation to ensure vehicles remain safe and
  operational.
• O. Maintains confidentiality of all corporate and personnel matters.

Employee Engagement, Events & Organizational Activities

• Q. Assists HR and organizational leadership with planning, coordinating, and implementing
  employee engagement activities, recognition programs, staff celebrations, and other initiatives
  designed to support employee morale and connection.
• R. Assists with planning and coordinating company events, including developing timelines,
  coordinating logistics, communicating event details, ordering or gathering supplies, preparing
  materials, and assisting with event‑day activities.
• S. Assists with the physical setup and breakdown of meetings, employee events, celebrations,
  workshops, and other organizational activities, including arranging tables, chairs, decorations,
  signage, supplies, and other materials as needed.
• T. Helps coordinate employee appreciation and recognition activities, including gathering
  materials, preparing recognition items, assisting with employee celebrations, and supporting HR
  with Employee of the Month, work anniversaries, employee appreciation events, and similar
  initiatives.
• U. Assists HR with employee engagement initiatives, including surveys, feedback activities,
  Culture/Vibe Tribe activities, employee communications, and other projects designed to improve
  the employee experience.

Social Media & Communications

• V. Assists with developing, gathering, organizing, and preparing content for AccelHealth social
  media and internal communication channels.
• W. Assists with creating and coordinating social media posts recognizing employee
  achievements, work anniversaries, employee appreciation activities, organizational events,
  community activities, and other approved AccelHealth initiatives.
• X. Assists with gathering photographs, information, employee highlights, event details, and other
  content needed for approved social media and organizational communications.
• Y. Assists with scheduling and posting approved social media content and organization‑level
  announcements in accordance with AccelHealth communication procedures and leadership
  direction.
• Z. Ensures that all social media and employee‑related content maintains professionalism,
  confidentiality, privacy, and compliance with organizational policies.

Administrative & Special Project Support

• AA. Assists the HR Director, Executive Team, and Directors with special projects,
  organizational initiatives, and administrative assignments as needed.
• AB. Monitors assigned projects and activities to help ensure deadlines, materials,
  communications, and logistical needs are completed timely.
• AC. Assists with coordinating projects that involve multiple departments or clinic locations and
  communicates relevant information to appropriate personnel.
• AD. Provides support for organizational initiatives and activities at De Leon, Brownwood,
  Stephenville, and other AccelHealth locations as needed.

ADDITIONAL RESPONSIBILITIES

• A. Assists other staff members with their duties as workload dictates.
• B. Attends seminars and conferences as needed or requested.
• C. Uses equipment safely and effectively.
• D. Demonstrates awareness of the organization’s mission and values and knowledge of patient
  rights as applicable to assigned duties.
• E. Complies with in‑service requirements and attends mandatory meetings.
• F. Uses and protects access codes for computer and time station.
• G. Utilizes the employee handbook, chain of supervision, and other organizational resources.

IV. MINIMUM JOB REQUIREMENTS/EDUCATION

• A. High school diploma or equivalent required; associate or bachelor’s degree preferred.