Administrative Services Coordinator

Key Responsibilities:

Administrative Support

• Assist with security system access; assign and manage      key cards and parking assignments.
• Provide administrative support to leadership,      managers, physicians, and team as needed.
• Draft, edit, and distribute internal and external      communications, correspondence, and reports.
• Coordinate meetings, appointments, and conference      calls, including scheduling, agendas, and minutes.
• Organize travel arrangements on behalf of physicians      or the CEO as requested.
• Receive requests for charitable contributions and      forward them to the CEO and physicians as appropriate.
• Demonstrate teamwork by supporting teams and      contributing to clinic-wide events.

Office Coordination

• Serve as the primary contact for office services,      supplies, and equipment needs. (IE; paper towels, plates, dishwasher tabs,      napkins, etc.) Maintain office      supply inventory, place orders, and track budgets and usage. Distribution      of office supplies to team when requested.
• Oversee mail distribution, postal machine operations,      maintain adequate postage, and order supplies as needed. Prepare certified      mail labels. 
• Coordinate supplies and recycling for break rooms,      pods and physician lounges. Maintain inventory of drinks for these      areas. 
• Stock Physician refrigerator daily and keep the      refrigerator clean and tidy.
• Maintain patient snack and water levels in the      Fluoroscopy pod.
• Pick up recycling and pop cans to be bagged and ready      for return.
• Run clinic errands as required (e.g., dry cleaning,      embroidery, bank, courier).
• Provide administrative support to clinic departments      as requested.

Team & Event Coordination

• Organize Physician Partner meetings, including meal      ordering, setup, and cleanup.
• Ensure team breakroom daily cleanliness and      readiness. Including running the dishwasher and putting away the dishes.      Keep the refrigerator clean and tidy.
• Order meals and treats for team events, physician      requests, or special occasions. (IE: All team meetings, monthly pizza(s),      monthly bagels, monthly treats and physician lunches, etc.)
• Manage and update the Conference Room Calendar.
• Coordinate setup and takedown of holiday décor.
• Assist with planning and execution of staff events, training,      and engagement activities.
• Support special projects and cross-departmental      initiatives.
• Coordinate recognition gestures (cards, gift baskets,      flowers, etc.) for events such as new babies, weddings, retirements,      recruiting, or funerals.
• Partner with Human Resources to maintain the      Steindler Team Event calendar and organize team-building activities (e.g.,      Bake Off, Appreciation Days, Holiday Party, Holiday Lunches).

Financial & HR Support

• Provide backup support for payroll, timekeeping, and      HR processes.
• Maintain administrative files, including vendor      contracts, business associate agreements (BAA) and certificates of      insurance; conduct semi-annual audits to ensure records are up to date.      Maintains a calendar of expiration dates for all contracts and leases.
• Assist Accounts Payable with mailing checks, filing      paid invoices, data entry, and completing expense reimbursements.
• Perform other duties as assigned.

Education and Qualifications:

• High school diploma required.
• Equivalent work experience is a plus
• Strong proficiency in Microsoft Office Suite (Word,      Excel, Outlook, PowerPoint) and office technology.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with      attention to detail.
• Goal-oriented, collaborative team player who      understands their role in supporting a large team.
• Self-motivated, adaptable, and proactive.
• Professionalism, discretion, and ability to handle      confidential information.
• Positive, customer-service-oriented attitude with      problem-solving skills.
• Willingness to step in and help wherever needed.

Expected Hours of Work:

This is a full-time position. Typically, hours of work are Monday through Friday 40 hours per week position. Hours are primarily 8am-5pm but may fluctuate outside of this schedule for meetings as necessary, especially in the event of winter weather.

Work Environment:

This job operates in a professional medical clinic environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.

Physical Demands:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This is primarily a seated position. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee will regularly lift 5-20 pounds.