Administrative Coordinator (Laboratory Administration)

Albany-Medical-Center; City of Albany (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 support and project management for Laboratory Administration. The role involves scheduling leadership, coordinating meetings, travel, and cross-department collaboration to drive process improvements and standard work.

You will prepare presentations, manage agendas and minutes, assist with personnel procedures, and ensure compliance with licenses and mandatory trainings while supporting budget

Qualifications

• Associate's Degree - required.
• Bachelor's Degree - preferred.
• 1-3 years administrative or customer service experience.

Responsibilities

• Provides advanced administrative support to the department, leadership, and team.
• Manage and coordinate department meetings, calendar scheduling and travel for leaders as needed.
• Communicates across disciplines to coordinate process improvement meetings and projects.
• Helps develop and drive standard work for the department.
• Facilitates development of communications and presentations (PowerPoint or Excel).
• Creates and distributes meeting agendas and takes minutes at staff meetings.
• Schedules interviews and conducts pre-screening assessments.
• Performs personnel functions including new-hire procedures, training, transfers and terminations.
• Keeps personnel files up to date including licenses and annual mandatory education/employee health documentation.
• Prepares and submits check requests, processes invoices, purchase orders, and travel reimbursements.
• Submits expense reports.
• Maintains department contact lists.
• Kronos time approvals for Exempt and Non-Exempt staff.
• Submits IT service requests for equipment or phone reassignments.
• Works with environmental services for regular office cleanings.
• Oversees vendor credentialing and liaison activities.
• Maintains equipment and places service calls.
• Monitors department budget and cost containment.
• Coordinates department recognition events and space re-engineering.
• Supports other areas and leadership on special projects.

Skills

Communication skills

Attention to detail

Organizational skills

Medical terminology

Microsoft Office

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Department/Unit:Laboratory AdministrationWork Shift:Day (United States of America)Salary Range:$50,639.00 - $75,959.00The 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 ResponsibilitiesProvides advanced administrative support to the department, it's leadership, and teamManage and coordinate department meetings, calendar scheduling and arrange travel for leaders as neededCommunicates and collaborates across all disciplines and service lines to coordinate process improvement meetings, facilitate initiation of projects, support ongoing coordination and collaborationHelps develop and drive standard work for the departmentFacilitates development of communications and presentations from intra-department to executive-level, including data preparation in formats such as PowerPoint or ExcelResponsible for creating and distributing meeting agendas and taking minutes at staff meetings and other meetings as necessaryFacilitates Interview Screening calls; schedules interviews and conduct pre-screening assessments as neededPerforms personnel functions, including coordinating new-hire procedures, training, transfers and terminationsKeeps personnel files up to date including license information and yearly mandatory education and employee health documentationPrepares and submits check requests, Process invoices, purchase orders, work orders, travel reimbursements and orders office suppliesSubmits expense reportsMaintains department contact listsKronos time approvals for Exempt and Non-Exempt staffSubmits requests for computer repairs, servicenow request to telecommunications for reassignment of zone phones and order submissions as neededWorks with environmental services to schedule regular office cleaningsOversees credentialing for vendors and liaisons, including CDPHP process where applicableResponsible for maintenance of all equipment including placing service callsMonitors and tracks department budget, ensures cost containment and not exceeding budget targetsResponsible for coordinating department recognition events; planning, ordering and executionResponsible for coordinating any moves; relocations; re-engineering of space to accommodate workflowSupport other functional areas and members of the organization’s leadership team with special projects and clerical tasks as neededQualificationsAssociate's Degree - requiredBachelor's Degree - preferred1-3 years Prior administrative or customer service experience. - requiredExcellent 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 DemandsStanding - OccasionallyWalking - OccasionallySitting - ConstantlyLifting - RarelyCarrying - RarelyPushing - RarelyPulling - RarelyClimbing - RarelyBalancing - RarelyStooping - RarelyKneeling - RarelyCrouching - RarelyCrawling - RarelyReaching - RarelyHandling - OccasionallyGrasping - OccasionallyFeeling - RarelyTalking - ConstantlyHearing - ConstantlyRepetitive Motions - FrequentlyEye/Hand/Foot Coordination - FrequentlyWorking ConditionsExtreme cold - RarelyExtreme heat - RarelyHumidity - RarelyWet - RarelyNoise - OccasionallyHazards - RarelyTemperature Change - RarelyAtmospheric Conditions - RarelyVibration - RarelyThank 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.