Administrative Coordinator-Mailroom

ESSENTIAL JOB DUTIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Responsible for the administrative office management associated with visitors, telephone reception to assist, resolve and/or process calls for transfer and/or resolution from the public which may also include patients with questions (requiring use of the electronic record), and across multiple sites. Coordinates the receipt, disbursement of received deliveries (including food deliveries) or requested pick up of packages (FedEx/UPS) which may include tracking as necessary. Directs in person vendors and community partner representatives related to scheduled and unscheduled meetings and appointments. Coordination of Administrative office event scheduling, resource management for events, and coordination of supplies. Follows all policies/protocols and best practices for customer service using professionalism, tact, and diplomacy. Coordinates and trains administrative desk staffing support. (15%)
2. Primary administrative support for the Senior Clinical Information Systems Director, HIM Manager, Mailroom, or other Operations staff, as needed. Activities may include meeting schedules/appointments etc. Provides technical and coordination support that requires discretion, confidentiality and good judgment/decision making. Creates and organizes correspondence that is targeted to support the communication of internal and external recipients related to the department of operations. (35%)
3. Primary administrator who must work independently to coordinate and oversee a complex meeting room and event schedule (including room set up for Board meetings); for the administrative office as well as other locations as necessary; coordinates the administration office room preparation including support for virtual meetings and then the disassembly of the set up for these meetings including: the coordination between departments; IT support; and event setup and housekeeping follow up. (10%)
4. Primary administrator responsible for all production printer/copy requests located at the administration office. Responsibility includes but is not limited to the creation of project and/or corporate content and information for distribution; tracking and management of costs associated with all requests utilizing designated software; operationalization of large project requests for quality and distribution and cost evaluation for expense monitoring; responsible for coordinating the communication between departments related to all content. Primary for the production of lamination, bulk processing of patient letters and coordination with outside vendors as necessary. Manages, maintains and updates the Print Shop Storefront. (30%)
5. Responsible for entering all invoices/receipts associated with production printing, laminating and bulk mailing distribution, into the accounts payable system follow up with the Procurement Manager to verify status of organizations. (5%)
6. Administratively responsible for the supply ordering management for the administrative offices that support operations and clinical services etc. Manages all primary and secondary break rooms, small kitchen, and vending supplies. Responsible for the evaluation of the product use and tracking for cost currencies. Reconciles petty cash and coordinates all outgoing administrative mail and other correspondence. (5%)
7. Manages petty cash and GLBHC’s Dollars for Denim collection and distribution. Creates the Weekly Forecast newsletter for the organization. Maintains up to date phone lists for the managers working in the administration building. Maintains up to date phone lists for the managers working in the administration building. Manages the distribution of badges for contractors. Maintains and waters plants/flowers near the front entrance.

MARGINAL JOB DUTIES

1. Tracks returned or certified letters and monitors for trends.
2. Fill in for mailroom staff or arrange coverage, as needed.

JOB SPECIFICATIONS

1. Education: High school diploma or equivalent, GED, required. Associate degree or higher preferred.
2. Licensure: N/A
3. Experience: Three (3) years of clerical experience, and experience with office administrative procedures and use and operation of standard office equipment, required.
4. Skills: Must be independent and self-directed. Strong organization and prioritization skills required. Knowledge of business and an excellent command of the English language. Skilled in typing, electronic and paper filing, computer usage, telephone etiquette and answering skills. Requires some analytical ability to gather, summarize and find solutions for various problems and prioritize assignments. Able to provide continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Experience in Microsoft 365, Outlook, and use of graphic applications and spreadsheets.
5. Interpersonal Skills: Interpersonal Skills: Able to communicate effectively and professionalism to address and relate to a diverse population in a customer focused and curious manner. Able to work independently on assigned tasks as well as to accept direction on given assignments. Able to handle sensitive and confidential information/situations. Position continually required to demonstrate ability to manage change with poise, tact and diplomacy.
6. Physical Effort: Must be able to sit, stand, and or walk for an entire workday. Must be able to lift, carry, push, pull, and or twist while holding up to 25 lbs. frequently.
7. Hours of Work: Full-time; flexible and varied. Consistent attendance is required. Telecommunicating is not available for this position.
8. Travel: Minimal travel is required within service area and between GLBHC site locations. Reimbursement consistent with GLBHC policy.