Department Coordinator II

US-MO-St. Louis
Job ID
2017-7845
Category
Clerical
Company Name
Medxcel Facilities Management

Overview

Medxcel Facilities Management is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.

 

This is a new addition to a growing team within a dynamic organization!

 

The Department Coordinator II is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to assigned leader or multiple leaders. This position administers office systems and services including vendor management, daily operations, voicemail systems, and clerical functions. The coordinator is also responsible for any ad-hoc data input, as well as assistance in committee meeting preparation and reporting. The Department Coordinator II leads training for new associates and serves as a Subject Matter Expert to facilities stakeholders. This position may serve in multiple additional roles depending the facilities in which they serve.

Responsibilities

Responsibilities:

 

Facilities Department Support:

  • Presents a professional, welcoming first contact to all clients, vendors, staff, etc. – by phone, in person, and email.
  • Keeps office equipment maintained
  • Provides general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying + faxing
  • Assists leaders in preparing committee reports, including maintaining or obtaining data needed by the various committees.
  • Orders and manages supplies/tools and maintenance of storage areas
  • Makes staff travel arrangements and expense tracking, program and stipend supplies, etc.
  • Identifies and implements systems to streamline and gain efficiencies in work processes.
  • Organizes and coordinates projects, conferences and other events.
  • Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures.
  • Prepares meeting minutes & follow-up on action items
  • Works on special projects as needed

Administrative Support

  • Tracks and helps manage calendar, assist with meeting set up, and other duties as assigned
  • Establishes and maintains various filing and records management systems
  • Makes travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records.
  • Reviews, proofreads, and edits documents prepared for the administrator’s or executive’s signature and as otherwise requested
  • Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings

Qualifications

Education:

  • High School Diploma or GED.
  • Associates degree in business, health care management or related field. (A minimum of 7 years of experience may be substituted for this requirement)
  • Bachelor’s degree in related field, preferred.

Experience:

  • At least three (3) years related experience, required.
  • Previous experience in healthcare facility or plant operations, preferred.

Competencies:

  • Ability to train and educate new associates on processes, systems and set up of the facilities department.
  • Strong understanding and knowledge of administrative processes and terminology required
  • Ability to work independent of supervision
  • Ability to establish and manage relationships
  • Ability to quickly learn new computer software
  • Excellent problem solving and analytical thinking skills
  • Strong written, verbal, and presentational communication skills
  • Must be able to work in a stressful environment.
  • Expert proficiency of Microsoft Office applications (MS Word, Excel and PowerPoint)
  • Ability to set priorities and manage time amidst multiple tasks
  • Strong administrative skills
  • Excellent organization and planning skills

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