About the position

The primary purpose of the Administrative Coordinator position is to perform complex administrative and support duties requiring judgment within general guidelines. The Administrative Coordinator impacts department efficiency and productivity by supporting Directors and Executive Directors in Nursing Administration. Candidate must be able to be onsite daily for the first 90 days for department training and acclimation to the department. This is a Monday-Friday 08:00am-5:0pm shift and will move to a hybrid schedule once fully trained. The ideal candidate for the Administrative Coordinator position is a highly organized, proactive professional who demonstrates sound judgment while managing complex administrative functions in support of Directors and Executive Directors within Nursing Administration. This individual excels at coordinating projects, tracking initiatives, and proactively managing priorities to improve departmental efficiency and productivity. They communicate clearly and consistently, collaborate effectively with nursing leadership and cross functional partners, and maintain a high level of accuracy, discretion, and accountability. Advanced proficiency in Microsoft Office applications—particularly Excel and PowerPoint—is essential, along with the ability to create tracking tools, reports, presentations, and databases. This candidate brings strong calendaring, scheduling, and meeting coordination expertise, seamlessly supporting virtual, hybrid, and in person meetings while managing agendas, materials, and follow up documentation. They demonstrate financial and operational acumen, adhering to institutional, legal, and regulatory requirements related to purchasing, travel, ProCard use, and inventory management. Service oriented and collaborative, the ideal Administrative Coordinator contributes positively to team dynamics, resolves issues professionally, and consistently delivers superior customer service in a fast paced, high impact environment. WHY US? Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance. Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options. Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups. Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Responsibilities

• SUPPORT OF ADMINISTRATIVE, TRAVEL, PROJECTS, AND/OR INITIATIVES – EXECUTIVE DIRECTORS AND DIRECTORS (40%) Manage desk time; track initiatives/projects, proactively assist associates providing effective and accountable outcomes.
• In collaboration with the Director or Nursing Leader, review project scopes to ascertain how best to provide administrative support; at a minimum, help assign timelines; assist or handle data collection and reporting; assure accuracy and timeliness related to project scope(s).
• Collaborate daily with Division Administrator/Executive Directors, Directors to include discuss and coordinate information and tasks pertinent to the day’s events; consistently communicate to associates throughout the day as necessary, essential meeting updates, project deadlines, emails, appointments, and so on, as well as during a weekly scheduled 1:1.
• On behalf of Division Administrator/Executive Directors/Directors regularly gather/provide status updates as requested pertaining to their direct reports’/associates’ task deadlines, initiatives, projects, reports, committee activities, etc.
• Create/functionally utilize applications for databases, graphics, presentations, charts and tables; generate tracking mechanisms, input relevant data, and distribute accordingly. Accomplish mastery level for the Microsoft Office Specifically, Excel, PowerPoint, and other Microsoft Office applications.
• Collaborate with Inpatient Operations Managers to confirm proper chart strings for purchases and budgeting compliance.
• If necessary, adhere to institutional travel regulations and process travel requests and expense reconciliations as needed, using Concur.
• SCHEDULING/CALENDARING SUPPORT (40%)
• Maintain Division Administrator’s/Executive Directors'/Directors’ calendar(s) ensuring all are accurate and updated as often as necessary.
• Schedule meetings and committee activities proactively and/or at the request of the Division Administrator/Executive Directors/Directors or internal/external customers;
• Coordinate appointment calendars; reserve rooms; request ancillary products/catering as needed, etc. for meetings chaired by Division Administrator/Executive Directors/Directors, prepare and distribute agendas/documents; assemble material/provide handouts; format presentations, as determined applicable.
• Facilitate/attend Division Administrator’s/Executive Directors'/ Directors’ chaired meetings; capture action items/germane meeting notes; complete draft of action items/meeting notes in a timely manner; submit to relevant associates for review/distribution.
• Set up virtual, hybrid, and/or in person meetings using virtual meeting platforms and other media.
• FINANCIAL RESPONSIBILITY & PARTNERING (20%)
• Adhere to all legal and regulatory requirements pertaining to purchasing and expenses.
• Gain approval for financial expenditures; create purchase requests.
• If assigned ProCard, handle fiduciary oversight and timely reporting.
• If assigned as a Property Controller, responsibilities will include at a minimum, managing departmental inventory; completing timely and accurate annual inventory scanning/reconciliation process; completing bi-annual institutional space surveys.
• Coordinate initiatives such as Nurses Week (month/year), Various Awards Programs, and gift distributions, with division of nursing, institutional and external personnel
• Consistently work as a team unit with other support staff, so needs of team members and/or all associates are met in the most effective manner.
• If warranted, professionally and amicably resolve conflicts with team members, colleagues and/or peers to ensure continued collaboration and positive team dynamics.
• Participate in team and peer evaluations.
• Demonstrate superior customer service in all interactions.
• Demonstrate proficiency in Microsoft office suite. MS Teams
• Other duties as assigned

Requirements

• High School Diploma or Equivalent
• 7 years Administrative or related experience.
• 5 years Required experience with Associate's degree.
• 3 years Required experience with Bachelor's degree.
• Computer Software skills: Demonstrate proficiency in Microsoft office suite. MS Teams

Nice-to-haves

• Associate's Degree
• Bachelor's Degree

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.
• medical, dental, paid time off , retirement , tuition benefits, educational opportunities, and individual and team recognition.