Admin Coordinator Hospitality

Summary:

Location: Baystate Medical Center; Springfield MA; Onsite Only

Schedule: 8a-5pm Monday-Friday

This role will provide administrative support for the Hospitality Department at Baystate Health. This individual will ensure department-wide administration needs are met as described below

Provides extensive administrative support and some secretarial support to Department Management personnel. Responsible for coordination of the daily operations of the office. Independently prepares and/or completes a variety of complex reports, analyses, spreadsheets, and databases. Takes initiative to respond to inquiries and represents the department in resolving problems, exchange of information, and interpretation of departmental policy and procedures. Maintains HR files to ensure accuracy and consistency. Assists managers/supervisors with proper documentation/follow-up of coaching/counseling.

Job Responsibilities:

1) Schedule and prepare meeting logistics, coordinate preparation, and distribution of materials, record minutes and maintain/monitor action items to ensure tasks are accomplished in a timely manner. Provides office operation coordination and administrative support to 6 Directors. Organize and attend meetings and may act as a recorder of proceedings. Coordinate follow-up actions.

2) Human Resource Support; enter schedules into Kronos, maintain log of absences, alert managers/supervisors to excessive absences, assist managers/supervisors in recording procedures required for coaching/counseling.

3) Manages the facilitation process for various meetings as requested by the Department Management. Conducts and/or attends meetings, takes, transcribes, and distributes meeting minutes, coordinates follow-up on action items.

4) Initiates and prepares appropriate paperwork for purchase/expenditures for equipment, office supplies, standard department inventory, travel, and other purchases. Reconcile and submit time and expense reports promptly. Handle routine correspondence as directed. May independently compose documents based on the verbal direction and /or knowledge of company policy and procedures.

5) Maintains contacts inside and outside Baystate Health to obtain or relay information, arrange meetings, gather data, etc. Receives and screens visitors and telephone calls for the department and responds to general inquiries or routes to appropriate personnel.

6) Develops, maintains, and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records, and other documents.

7) Welcome, and escort visitors and clients throughout the office.

8) Troubles shoot and manage technical support for the team, including managing service requests.

9) May oversee the on boarding of new hires and contractors. Train and assist other staff in the utilization of applications or department/company policies, procedures and administrative systems.

10) Screen mail and telephone inquiries and direct these requests to the appropriate person. Independently respond to questions and situations which arise during the manager’s absence, using discretion, judgment, and knowledge of the department’s activities.

Required Work Experience:

1) 2 years previous office experience.

Preferred Work Experience:

1) 5+ years directly related experience.

Skills and Competencies:

1) Proficiency in Microsoft Office Suite.

2) Strong working knowledge of Outlook (for scheduling people and rooms) and PowerPoint (for developing presentation material).

3) Team-player with strong communication skills.

4) Detail-oriented, highly organized and process management skills to manage a wide range of incoming requests and responsibilities.

5) Expected to demonstrate sound judgment and strong interpersonal skills.

6) Demonstrates problem-solving and advanced organizational skills and the ability to work with little guidance.

7) Must have the ability to manage multiple set priorities, support projects of varied scopes, and maintain confidentiality.

8) Proficiency in Microsoft Office Suite. Strong working knowledge of Outlook (for scheduling people and rooms) and Power Point (for developing presentation material).

9) Team-player with strong communication skills.

10) Detail-oriented, highly organized and process management skills to manage a wide range of incoming requests and responsibilities.

11) Expected to demonstrate sound judgment and strong interpersonal skills.

12) Demonstrates problem solving and advanced organizational skills and the ability to work with little guidance.

13) Must have the ability to manage multiple set priorities, support projects of varied scopes, and maintain confidentiality.

Education:

GED or HiSET (Required)

Certifications:

Compensation

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum – Midpoint – Maximum

$21.95 – $25.22 – $29.82

Equal Employment Opportunity Employer