Administrative Coordinator

Job Description

Have a knack for organizing and supporting multiple departments? At Memorial Hospital, your secretarial skills, familiarity with computer systems, and experience as a secretary will propel your career as our Assistant Coordinator! APPLY TODAY!

Job Summary:

Performs clerical, administrative, and operational support for the Health & Wellness Department and Administration.  Strong motivational and organizational skills are necessary to fulfill the varied responsibilities as noted and expected in this position.  Willingness to take on new responsibilities to meet the needs of the organization.

 Primary Job Responsibilities:

1. Provides administrative support to the Health and Wellness Department. Scheduling, data entry, and the use of EPIC (electronic medical record). Note taking at meetings, supply ordering, preparation of reports, support with marketing and program promotion, and other functions as assigned.
2. Develops and maintains an efficient and effective process for running the Health and Wellness office operations including but not limited to maintaining teaching kitchen schedule, supporting with teaching kitchen classes and running electronics during programs, opening/sorting mail, scheduling meetings.
3. Provides support for the Employee Wellness Program, including but not limited to assisting with quarterly newsletter, coordination and tracking of events (catering requests, registrations, emailing and marketing offerings to employees), and support with employee programs in the teaching kitchen.
4. Provides additional support as needed to the Diabetes Services Programs, Food and Nutrition Department, and FOCUS Fitness as directed by the supervisor.
5. Provides general administrative and clerical support to Administration, including the Chief Nursing Officer, Chief Ancillary Officer, Chief Executive Officer, and Executive Assistant.  Support will include but is not limited to credit card reconciliation and expense reports, travel arrangements, document preparation, records management, document scanning, mailings, scheduling of meetings and appointments, meeting notes, and other special projects and tasks as assigned.
6. Meetings:  provides support for meetings which includes room set-up and clean-up, technical support with room’s electronic equipment, developing presentation and related materials, and ensuring meeting rooms have appropriate and organized supplies.
7. Events and Programs:  Provides support to events in the teaching kitchen.  Assists with the planning and execution of special events for the organization (onsite and external) as required. Occasional evening and weekend hours may be required.
8. Computer skills, including appropriate knowledge of use of Microsoft Word, Microsoft Excel, and Microsoft Outlook and Teams, experience with PowerPoint and/or Canva is ideal.
9. Other duties as assigned.

Hours: Generally, 8am-4:30pm. Hours will vary as will need to provide after hour meeting and event support.

Job Specifications:

Education Requirements:

1. High school education with additional college experience or business equivalent helpful.
2. Prior receptionist or secretarial work experience preferred, but not required.
3. Have knowledge and experience with principles and practices of a hospital medical staff and of hospital operations.
4. Illinois Food Handler Certificate within 30 days of hire.