Administrative Coordinator- Materials Management

Baptist Health Care; Pensacola (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Baptist Health Care in Pensacola is seeking an Administrative Coordinator to support the Executive Director and other leaders. The role focuses on calendars, time management, and ensuring efficient use of time with a professional demeanor and confidentiality for protected information.

The position involves office operations oversight, communications handling, and preparation of agendas and minutes for meetings, travel coordination, and project support as needed.

Qualifications

• High School Diploma or Equivalent Required
• 2 years administrative support experience Required

Responsibilities

• Oversees administrative operations including office management, mail handling, supplies, procurement and vendor coordination.
• Serves as primary contact for internal and external inquiries; screens, routes, and elevates calls, visits and correspondence as appropriate.
• Prepares, distributes and maintains meeting documentation including agendas and minutes for division, committee and special meetings.
• Manages calendars and scheduling for meetings, travel, conferences and department activities; prepares agendas, materials and presentations.
• Drafts, proofs and manages correspondence, reports, presentations and business documents; ensures accuracy and file maintenance.
• Provides research and administrative support for special projects, gathering, analyzing and presenting information that impacts operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking and problem resolution.
• Oversees and manages corporate office supplies and Amazon procurement, including PO placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags according to renewal cycles.
• Maintains efficient utilization of all resources and a valid driver's license and driving record.

Education

High School Diploma or Equivalent Required

Job description

Job Description

The Administrative Coordinator provides assistance and support to the Executive Director, other directors and as staff as assigned. The position is responsible for calendars, anticipates and addresses the needs to maximize use of time. This includes balancing commitment, obligations and commitments to ensure their use of time is efficient and effective. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

The Administrative Coordinator provides assistance and support to the Executive Director, other directors and as staff as assigned. The position is responsible for calendars, anticipates and addresses the needs to maximize use of time. This includes balancing commitment, obligations and commitments to ensure their use of time is efficient and effective. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

Responsibilities

• Oversees administrative operations, including office management, mail handling, supplies, procurement, division timekeeper and related vendor coordination.
• Serves as the primary point of contact for internal and external inquiries; screen, prioritize, route, and elevate calls, visits, and correspondence as appropriate.
• Prepares, distributes, and maintains meeting documentation, including agendas and minutes for division, committee, and special meetings.
• Manages calendars and scheduling, including meetings, travel, conferences, and department activities; prepare agendas, materials, and presentations.
• Drafts, proofreads, and manages correspondence, reports, presentations, and business documents; ensure accuracy, clarity, and proper file maintenance.
• Provides research and administrative support for special projects, including gathering, analyzing and presenting information that impacts organization operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking, and problem resolution.
• Oversees and manages corporate office supply and Amazon procurement, including PO order placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags in accordance with required renewal cycles (every 1-2 years).
• Maintains efficient utilization of all resources.
• Maintains a valid driver's license and satisfactory driving record.

Qualifications

Minimum Education

• High School Diploma or Equivalent Required

Minimum Work Experience

• 2 years administrative support experience Required

About Us

Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization includesthree hospitals, four medical parks,Andrews Institute for Orthopaedic & Sports Medicine, and an extensive primary and specialty care provider network. With more than 4,000 team members, Baptist Health Care is one of the largest non-governmental employers in northwest Florida.

Baptist Health Care, Inc. is an Equal Opportunity Employer. BHC maintains and enforces a policy that prohibits discrimination against any workforce members or applicants for employment because of sex, race, age, color, disability, marital status, national origin, religion, genetic information, or other category protected by federal, state or local law. Certain positions may require a Level 2 Background check through AHCA. Additional information about this requirement can be found here: Florida Care Provider Background Screening Clearinghouse