Administrative Coordinator (Laboratory Administration)

albanymed; City of Albany (NY); Vor Ort; USD 51.000 - 76.000; Vollzeit

Zusammenfassung

Albany Med is seeking an Administrative Coordinator in the Laboratory Administration division. The role provides advanced administrative support, manages calendars, coordinates meetings and travel, and assists with project implementation and data reporting to support department leadership.

The ideal candidate holds an Associate’s Degree (Bachelor’s preferred) with 1–3 years of administrative or customer service experience, strong communication, and MS Office proficiency.

Qualifikationen

• Associate's Degree is required; Bachelor's preferred.
• 1-3 years of administrative or customer service experience.
• Excellent written and verbal communication skills.
• Strong attention to detail with sound judgment.
• Excellent organizational and time management skills.
• Knowledge of medical terminology.
• Ability to handle high workload with flexibility.
• Customer service skills across diverse population.
• Ability to work independently and in a team.
• Ability to prioritize, multi-task, and delegate.
• Microsoft Office applications (Word, Excel, Access).

Aufgaben

• Provide advanced administrative support to department leadership and team.
• Coordinate department meetings, calendar, and travel for leaders.
• Collaborate across disciplines to coordinate process improvement and projects.
• Develop and drive standard work for the department.
• Prepare communications and presentations for executive-level audiences.
• Create and distribute meeting agendas and take minutes.
• Screen interview calls; schedule interviews and pre-screen.
• Handle personnel functions: new-hire procedures, training, transfers, terminations.
• Maintain personnel files including licenses and annual education and health docs.
• Process invoices, PO, work orders, travel reimbursements, and office supplies.
• Submit expense reports.
• Maintain department contact lists.
• Kronos time approvals for exempt and non-exempt staff.
• Submit IT service requests and device reassignments.
• Coordinate office cleaning with environmental services.
• Oversee vendor credentialing and CDPHP processes.
• Maintain equipment and place service calls.
• Monitor department budget and cost containment.
• Coordinate department recognition events; plan and execute.
• Assist moves and space re-engineering for workflow.
• Support leadership with special projects.

Kenntnisse

Communication skills

Attention to detail

Organizational skills

Customer service

Independent work

Team collaboration

Multitasking

MS Office proficiency

Ausbildung

Associate's Degree - required

Bachelor's Degree - preferred

Tools

MS Office (Word, Excel, Access)

Jobbeschreibung

Department/Unit: Laboratory Administration

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 Healt