Administrative Coordinator IV

Job Summary

Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports. Facilitates workflow by assisting in the adaptation of relevant solutions and standard requests and issues from department managers on an ad‑hoc basis. Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, independently. Assists with event execution by arranging small‑scale and some basic medium‑scale events, with limited guidance and general directions from senior colleagues.

Starts to apply data maintenance and management by leveraging advanced department data and documentation retention policies.

• Promotes effective relationships across teams and the organization to obtain and share resources, information, and advice with coworkers and members; listens, addresses, seeks performance feedback; acts as a mentor for less experienced team members; pursues self‑development and helps others adapt to non‑routine situations; identifies and responds to the needs of others to support varied work processes.
• Works within established procedures and practices to complete routine work assignments autonomously; follows instructions to complete novel or varied tasks; collaborates with others to identify and implement appropriate solutions for routine and non‑routine issues; escalates high‑priority issues; monitors progress and results; supports development of work plans to meet priorities, deadlines, and expectations; identifies improvement opportunities within and across teams.
• Assists with information dissemination by drafting integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource‑management reports, and other deliverables with minimal direction; writes detailed correspondence (letters, reports, confidential documents) independently with appropriate judgement and discretion; enables, sorts, and maintains the integrity of department files; utilizes software and databases to retrieve required information and write reports.
• Facilitates the workflow of the department by adapting solutions for standard requests and issues from managers on an ad‑hoc basis; assesses problems or questions to propose resolution with guidance; operates standard office equipment (email, fax, xerox) with general instructions; maintains inventory control and stocks office supplies and equipment in alignment with budgets; screens and refers incoming communications; inputs and edits varied time cards;
  
  assists with new staffing onboarding activities.
• Assists with event coordination by creating and calendaring meetings for directors, their direct teams, and front‑line employees independently; supports meeting facilitation through PowerPoint presentation coordination, taking parking‑lot notes, ensuring equipment works, ordering food when appropriate; finds and books meeting rooms appropriate for the audience and objectives.
• Assists with event execution by arranging small and basic medium‑scale events with limited guidance; organizes standard travel arrangements for department heads or staff; assists in execution of small‑group meetings and conferences; provides on‑site coordination for standard issues; obtains necessary audio‑visual equipment, conference rooms, and catering; distributes agendas and takes meeting minutes.
• Starts to apply human‑resources data maintenance and management by leveraging department data and documentation retention policies; inputs, compiles, validates, tracks, and maintains data integrity; performs standard data analyses independently; formats straightforward graphs, spreadsheets, and reports.

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross‑Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short‑ and Long‑term Learning & Recall
• Teamwork
• Topic‑Specific Communication