Administrative Coordinator II - 014315 at Excellus Health Plan Inc. in Watertown, New York

Job Description:

In close collaboration with assigned management, performs administrative duties to help achieve department, divisional, and organization-wide goals. May perform a variety of duties in support of other divisional staff.

Administrative Coordinator duties and responsibilities include providing administrative support as out-lined below to ensure efficient operations and collaboration across teams. Supports leadership team and employees through a variety of tasks related to organization, collaboration, and communication. Responsible for confidential and time sensitive information and materials. This role requires the ability to effectively communicate via phone, email, and instant messaging to ensure that all duties are completed in a high quality, accurate, and timely manner.

Essential Responsibilities/Accountabilities:

Level I:

• Provides administrative support for leadership roles at various levels which may include higher

  level Administrative Coordinators.

  
  
• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests. Opens, evaluates, and sorts mail for importance, urgency and distribution.
• Schedules and maintains the assigned management/staff member(s)' calendars of meetings,

  conferences, and appointments, ensuring that business time is efficiently organized. Provides

  
  

  timely reminders of commitments and ensures leader has appropriate meeting materials.

  
  
• Prepares correspondence and meeting minutes. Creates, proofs, and edits legal, financial,

  technical, or other business-related information in a variety of formats (i.e. PowerPoint, slides,

  
  

  executive summaries, memorandums, presentations, spreadsheets, visuals, charts, graphs, etc.).

  
  

  Some analytical and administrative judgement required. Handles all confidential information with discretion.

  
  
• Assists in arranging on and off-site meetings, arranges for audio-visual equipment and other resources, prepares and distributes agendas, issues invitations and welcomes attendees, records and distributes meeting minutes.
• Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction.
• As instructed, prepares travel arrangements and accommodations for the leadership team, divisional personnel, and consultants.
• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.
• Remains knowledgeable of business unit and/or corporate policies.
• Maintains electronic files per corporate policy and with direction from more senior staff.
• Maintains inventories of supplies and materials and reorders as necessary.
• Maintains time off scheduling.
• Maintains confidential personnel files for employees.

• Periodically receives assignments that involve independent research and the compilation of data for review. Assist with preparation of special and regular reports that may require selection of data from several sources.
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

  Level II (in addition to Level I essential responsibilities):

  
  

• Creates advanced presentations, spreadsheets, visuals, charts, graphs, etc. for meetings.
• Coordinates special projects or tasks for leadership as necessary.
• Coordinates projects within the Administrative Coordinator team as necessary.
• Works independently and makes autonomous decisions while adhering to corporate policies and leadership expectations.
• May provide advanced support to department, divisional and/or organization-wide senior-level meeting forums/external-facing committees requiring close attention to meeting logistics and organization, greeting guests as appropriate, and creating a welcoming atmosphere.
• Applies advanced collaboration skills across the organization requiring the development of productive relationships, independently working through complex challenges, and communicating appropriate decisions/actions where advised.
• May provide support to multiple leaders simultaneously requiring advanced prioritization skills, communication, and management of workload. Seeks counsel from leaders to execute on priorities, drive follow-up, and assure attention to detail.
• Review and optimize office policies and procedures to continually increase efficiencies.
• Assists with training new Administrative Coordinators.

  Minimum Qualifications:

  
  

  NOTE:

  
  

  We include multiple levels of classification differentiated by demonstrated knowledge, skills,

  
  

  and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others.

  
  

  In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

  
  

  Level I:

  
  

• A high school diploma or GED is required, supplemented by additional training in office procedures. AAS degree in Business Administration or Office Technology or Administrative Assistant certification is preferred.
• Three or more years of applicable administrative support experience.
• Proficiency working with current Microsoft Office software products and other technologies.
• Well-developed verbal, listening, and written communication skills.
• Ability to work independently and as part of a team. Independently motivated, with the ability to take on assignments without immediate direction.
• Ability to maintain composure under pressure and handle confidential information with discretion.
• Ability to perform most job tasks independently with some decision-making authority.
• Must possess considerable attention to detail.
• Excellent organization skills with the ability to plan and prioritize assignments.
• Ability to develop working relationships with a variety of leadership styles/personalities: peers, leadership, Board of Directors, executives, and staff.

  Level II (in addition to Level I minimum qualifications):

  
  

• Five or more years of applicable senior administrative support experience.
• Experience with office management and daily operations.
• Strong organization and planning skills.
• Experience and confidence leading divisional or organizational initiatives.
• Advanced proficiency with current Microsoft Office products and other technologies

  Physical Requirements:

  
  

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• May require travel to regional meetings or training.

  ************

  
  

  The Lifetime Healthcare Companies aims to attract the best talent from diverse socioeconomic, cultural and experiential backgrounds, to diversify our workforce and best reflect the communities we serve.

  
  

  Our mission is to foster an environment where diversity and inclusion are explicitly recognized as fundamental parts of our organizational culture. We believe that diversity of thought and background drives innovation which enables us to provide leading-edge healthcare insurance and services. With that mission in mind, we recruit the best candidates from all communities, to diversify and strengthen our workforce.

  
  

  OUR COMPANY CULTURE:

  
  

  Employees are united by our Lifetime Way Values & Behaviors that include compassion, pride, excellence, innovation and having fun! We aim to be an employer of choice by valuing workforce diversity, innovative thinking, employee development, and by offering competitive compensation and benefits.

  
  

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Equal Opportunity Employer

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