Organizational Support Coordinator, Admin Services - Infinite Legacy

General Job Summary:

Under the general direction of the Regional Office Manager, and in accordance with protocols and procedures established by the organization, the Organizational Support Coordinator (OSC), Administrative Services will be responsible for working with the Administration team to coordinate and complete a variety of projects, events, day-to-day activities and provide administrative support for various departments based on organizational needs. The OSC, Administrative Services may have departmental specialties and will be crossed trained in various areas to provide support as needed.

This position requires regular interaction with the public, management, and employees. Discretion, ability to work autonomously and ability to use good judgment in establishing priorities and meeting deadlines is required. Position may require coming in prior to or staying after core business hours to complete assigned tasks. Position has in-office requirements based on departmental scheduling and needs.

Education and Experience:

1. Bachelor’s degree preferred.
2. Demonstrated skill and knowledge of administrative support and receptionist procedures, generally acquired through 2 - 4 years of related work experience.

Required Skills/Abilities:

• Proficient user of all Microsoft Office applications.
• Customer-service oriented self-starter who can work with or without direct supervision. Must be capable of quickly assessing the organization’s needs and providing support.
• Detail oriented professional with excellent verbal and written communication skills with emphasis on superior service delivery to both internal and external clients via telephone, electronic communications and in person.
• A team-player with a can-do attitude who can meet quick deadlines and turnaround times on projects.

Duties/Responsibilities:

1. Serves as the administrative point of contact for various department leaders. Assists with calendar management as requested and takes minutes at departmental meetings upon request.
2. Manages office supplies and individual department supplies, to include ordering, receiving and distribution utilizing BTM (Infinite Legacy’s inventory management system). Ensures supplies are organized and available for use. Gathers costs comparisons with multiple vendors to achieve the best price staying with in department budget and meeting department needs. All purchases will be reviewed and approved by the Regional Office Manager, or department manager, as it relates to the item being purchased.
3. Coordinates registration for department related events.
4. Monitors and assigns KACE tickets as requested to ensure projects are assigned and completed in a timely manner.
5. Monitors room request and assists with assigning and booking of all conference rooms. Is responsible for communicating AV and space set up as needed.
6. Provides support for and participates in various internal and external events.
7. Helps to support SP activities, including but not limited to scheduling Sims, PDU sessions, annual meetings and generates invoices.
8. May assist Quality Department with various administrative tasks to include user audits and mortality report audits.
9. Provides administrative support for the organization, including scanning, filing, data collection and entry, creating visual presentations, education materials, and scheduling meetings.
10. Serves as back up to the Organizational Support Associate to include providing front desk coverage, assisting with correspondence, catering, event set up and take down, posting and sorting mail, and restocking supplies in both the kitchen and mailroom.
11. Responsible for internal and external correspondence including but not limited to Micro Lab outcome letters, Hospital Services outcome letters, Finance Donation letters, Funeral home, and OCME outcome letters etc. Assists with Aftercare letters as needed.
12. All other duties as assigned.

Working Conditions:

1. Works in normal office environment where there are no physical discomforts due to temperature, noise, dust, etc.
2. Required to maintain presence at the front desk during normal business hours.
3. Frequent prolonged use of computer screen may produce visual fatigue.
4. Work requires attention to detail, flexibility, & deadlines which may produce mental fatigue.
5. Manual dexterity sufficient to operate telephones and computers.
6. Ability to accurately communicate, converse, and exchange information in English over the telephone and in person.
7. Computer literacy in a Microsoft Windows environment and demonstrated competency in the use of Microsoft Office software programs.
8. Work requires frequent standing and walking for photocopying, moving, and stocking supplies and for other support of office staff.
9. This position is a Level 3 – Low to no exposure to Bloodborne Pathogens and no exposure to TB. These employees do not visit hospitals.