Administrative Services Coordinator IV

Administrative Services Coordinator IV

Administrative Services Coordinator IV

Administrative Services Coordinator IV

Primary Location San Jose, California
Job Number1141156
Date posted01/26/2023

Description:

Job Summary:
By writing comprehensive reports, thorough correspondence, and integrated presentations, one contributes to the maintenance and distribution of information. helps to modify pertinent solutions and regular requests and issues from department managers as needed to streamline workflow. Helps in event planning by independently scheduling and coordinating meetings for directors and their immediate teams. Helps with event implementation by planning modestly sized and some basic medium-sized events, with minimal direction and broad guidelines from more experienced colleagues. applies advanced department data and document preservation policies to begin data maintenance and management.

Significant Duties:

aims to build strong connections across teams and/or the company in order to gather and impart resources, knowledge, and guidance to colleagues and members. acts as a mentor for less experienced team members by taking the time to hear, respond to, and seek performance criticism. pursues self-development; develops strategies to take advantage of strengths and strengthen shortcomings; and evaluates other people's work to aid in learning. adapts to, and gains knowledge from, change, challenges, and feedback; exhibits flexibility at work; supports others in adapting to atypical circumstances. Recognizes other people's requirements and meets them in order to facilitate the implementation of various work procedures.

Follows directions to perform new or different tasks while adhering to existing processes and practices to complete routine work assignments. Collaborates with others to determine and put into action appropriate solutions for both common and uncommon problems; escalates high-priority problems or risks; and tracks results. aids in the creation of work schedules in order to satisfy deadlines, expectations, and priorities that have been set. identifies chances for change inside and between teams, speaks up about them, and puts them into practice. Collaborates with others to determine and put into action appropriate solutions for both common and uncommon problems; escalates high-priority problems or risks; and tracks results. aids in the creation of work schedules in order to satisfy deadlines, expectations, and priorities that have been set. identifies chances for change inside and between teams, speaks up about them, and puts them into practice.

Contributes to the dissemination of information by creating integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on in-depth knowledge of business procedures and practices, with little guidance from senior colleagues; writing detailed correspondence (such as letters, reports, confidential documents) to staff and managers independently and with the requisite judgement and discretion; abeling, sorning, and abeling.

assists in adapting pertinent solutions to typical requests and issues from department managers on an as-needed basis; evaluates concerns or difficulties to suggest a solution with assistance; and facilitates the department's work flow. running common office tools with general instructions (such as email, fax, and xerox); maintaining inventory management and stocking office resources (such as computers, space assignments, and office supplies) for the department in accordance with a thorough understanding of financial guidelines and mounting inventory problems; While mentoring others, you will be receiving, reviewing, and referring typical incoming and outgoing emails, calls, and visits to the proper staff member. You will also be entering and editing a variety of time cards, learning about new staffing onboarding activities, and helping with execution when required.

Helps with event coordination by independently scheduling meetings for directors and their direct teams with front-line staff, coordinating PowerPoint presentations, taking parking lot notes, checking that equipment is working, and ordering food when necessary, as well as finding and booking meeting spaces that are appropriate for the target audience and the goals of the meeting.

Helps with event execution by planning small and some basic medium-scale events on their own with minimal instruction from senior coworkers; autonomously planning standard travel arrangements for the department head and/or personnel; providing independent on-site coordination for standard issues; assisting in the execution of small group meetings and conferences with general guidance; securing required standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in meetings.

 

Minimum Qualifications:

  • Minimum two (2) years of experience in Communications, Business, Health Care, or a directly related field.
  • High School Diploma or GED, or equivalent AND minimum three (3) years of experience working in a corporate or business office environment OR Minimum four (4) years experience working in a corporate or business office environment.
  • N/A
Preferred Qualifications:
  • Associate's degree in Communications, Business, Health Care, or related field.
Primary Location: California, San Jose, San Jose Building 6
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri
Working Hours Start: 08:30 AM
Working Hours End: 05:00 PM
Job Schedule: Full-time
Job Type: Standard
Employee Status: Regular
Employee Group/Union Affiliation: NUE-NCAL-09|NUE| Non-Union Employee
Job Level: Individual Contributor
Specialty: Administrative Services
Department: San Jose Hospital – Medical Office Administration – 0206
Pay Range: $67700 – $87560
Travel: No

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