Administrative Coordinator

Good Shepherd Rehabilitation; Philadelphia (Philadelphia County); On-site; USD 40,000 - 55,000; Full time

Job summary

Good Shepherd Penn Partners is seeking an Administrative Coordinator to join the headquarters operations team. You will support the Executive Office, Marketing, HR, and other departments with calendar management, travel arrangements, correspondence, and event planning.

The role emphasizes professional presentation, confidentiality, and teamwork, with duties including meeting facilitation, file management, expense reporting, and hospitality for visitors.

Qualifications

• Bachelor’s Degree or comparable experience preferred.
• Experience utilizing SharePoint and Project systems preferred.

Responsibilities

• Maintains individual calendars to maximize effectiveness of those supported.
• Coordinates meetings, including meals and refreshments, and ensures rooms are ready.
• Greet visitors and provide hospitality as a liaison for internal and external customers.
• Prepares expense reports and reconciles corporate credit card statements.
• Manages mail distribution and prepares outgoing mail or packages.
• Maintains filing/recordkeeping system with attention to security of confidential information.

Skills

Office administration

Calendar management

Meeting coordination

Customer service

Travel coordination

Communication

Education

Bachelor’s degree or comparable experience

Tools

SharePoint

Project systems

Job description

Serves as a member of the administrative services team in support of the efficient operations of the administrative headquarters for Good Shepherd Penn Partners. The coordinator serves as an expert in office administration in support of various departments that comprise the administrative headquarters. The departments include but aren't limited to the following; Executive Office, Marketing, Patient Admission & Experience, Human Resources, Environmental Services, Quality, Infection Prevention, Risk & Regulatory Affairs. Duties are general administrative in nature and include such things as coordination of calendar, office supplies, correspondence, mail, expense reporting, inter-city travel, event planning, meeting planning/facilitation, conference room scheduling, presentation development, greeting visitors, receiving calls and managing shared files (electronic & virtual). Members of this team must have a strong commitment to our values & mission as well as the necessary technical and organization skills to successfully perform the duties of this role.

ESSENTIAL FUNCTIONS

Visitor / Customer Service

• Ensures communication and collaboration with supervisor and co-workers to serve customers to the best of his/her ability.
• Is professional in their appearance and in all actions as a representative of the company.
• Anticipates customers’ needs and acts accordingly.
• Works to enhance customer satisfaction at all times.
• Analyzes problems from the customers’ point of view; identifying resolutions accordingly.
• Honors customers’ confidentiality at all times.
• Strives to understand and value differences in others’ race, nationality, gender, age, background, experience and style.

Employee Safety Accountabilities

• Demonstrates a personal commitment to ensuring a safe healthcare facility and working environment.
• Participates in company and department wide initiatives for safety.
• Exhibits an awareness of proper safety when carrying out daily responsibilities of this position

General Administrative Duties

• Telephone - Answers/Monitor central number for the Administrative Headquarters and those direct lines assigned; resolving issues that can be managed directly and quickly escalating those that need to be managed by others.
• Calendars - Maintain individual calendars to maximize effectiveness of those supported. This includes initiating or accepting meetings, coordinating necessary travel, provision of reference materials for any meetings, etc..
• Mail Distribution - Open and deliver Administrative group’s mail at Rittenhouse; resolving those items that can be managed directly and quickly escalating those things that need to be managed by others.
• Mail Preparation - Prepare mail or packages for outgoing delivery; tracks critical deliveries that require timely receipt.
• Meeting Coordination - Coordination for meetings requiring the order of meals & refreshments or as requested; assures room is “meeting ready” prior to and after any meetings.
• Meeting Administration - Administration of meetings for meeting sponsor; scheduling, distributing the agenda, creating a sign in sheet (as needed), taking meeting minutes (as needed) with follow-up actions.
• “Welcoming”/Hospitality - Provides hospitality to all visitors and customers as a liaison for those supported with their internal and external customers/contacts; presenting a professional impression at all times.
• Expense Administration - Prepare expense reports, corporate credit card reconciliation and check requests
• Administrative Reporting - Prepares reports, presentations and basic communications.
• Payroll Delegate - Serves as a “delegate” for Payroll Processing; keying updates for leader’s direct reports in time for their approval and payroll deadlines.
• Huddle Help - Maintains designated “huddle boards”; assuring timely posting of information and scheduling of GEMBA Rounds for those in level 2 or > huddles.
• Filing - Maintain an efficient filing/recordkeeping system for those supported to allow for easy access while at the same time; recognizing the need for security of confidential information.
• Supply Coordinators - Orders, stocks and maintains necessary supplies for the Administrative functions; stocking and organizing to make sure that we have “as needed” supplies (no “stock piling”). Delivers special order supplies.
• Special Event Support - Assists with special events and actively participates in culture or experience initiatives.
• Other duties as assigned

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Bachelor’s Degree or comparable experience preferred

Work Experience

• Experience utilizing SharePoint and Project systems preferred