JOB SUMMARY

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The Office Coordinator provides administrative and clerical help to a large department that currently manages 6 physician residency training programs and one fellowship program.  Support includes entering, taking meeting minutes, coordinating the management of 30,000 square feet of office space including conference room and classroom reservations.  May assist with other clerical responsibilities like assisting with power point presentation and facilitating newsletter content and other special projects as assigned.

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ESSENTIAL FUNCTIONS OF THE ROLE

\n\nIs accountable for the Office operations of a department. \nAccurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (typing, formatting, copying, etc.) and dissemination of materials, such as meeting minutes, presentations, course handouts, conference and seminar materials, complex reports, brochures, and displays.\nMay assist in updating policies, procedures and ensure accuracy of records, reports, and letters.\nAnswers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner. Establishes and takes appropriate action as required.\nGreets visitors, guests and patients promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department.\nPlans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.\nPromptly opens, routes and distributes incoming and outgoing materials in a timely manner.\nMonitors supply levels and orders accordingly; receives, stores and distributes supplies. Performs service and maintenance activities related to minor equipment (i.e., changing ribbons, toners, calling repairmen, etc.).\nCreates and diligently maintains a variety of confidential files in accordance with established policies and procedures.\n\n

KEY SUCCESS FACTORS

\n\nKnowledge of office procedures and proficiency in the Microsoft Office suite – specifically Word, Excel and Power Point.\nAble to provide consistently excellent customer service with lenity, patience and confidence.\nAble to maintain the confidentiality of delicate and confidential information obtained through the course of completing assignments.\nSocial skills to interact with a wide-range of constituencies.\nSkilled in document management, including sorting and filing techniques, and records retention to maintain accurate records.\nAble to communicate thoughts clearly; both verbally and in writing.\nMust be able to read, write and follow instructions and flow chart protocols.\nAble to maintain a calm and helpful attitude, even under times of stress, and take appropriate and reasonable steps to resolve issues.\nAble to work carefully, with a high attention to detail.\n\n

BENEFITS - Our competitive benefits package includes the following

\n\nImmediate eligibility for health and welfare benefits\n401(k) savings plan with dollar-for-dollar match up to 5%\nTuition Reimbursement\nPTO accrual beginning Day 1\n\n

Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

\n\nEDUCATION - H.S. Diploma/GED Equivalent\nEXPERIENCE - 1 Year of Experience\n