[Remote] Administrative Coordinator - Remote - Nationwide

Note: The job is a remote job and is open to candidates in USA. Vituity is dedicated to transforming healthcare and is looking for an Administrative Coordinator to support their operations. This remote position involves managing daily administrative tasks, coordinating communications, and assisting leadership with various organizational duties.ResponsibilitiesCommunicate any messages/inquiries/issues effectively, in a timely manner and professionally by showing sensitivity and respecting confidentiality. This includes both written and verbal communications with internal and external clientsComplete a broad variety of administrative tasks in support of the assigned department including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel relative meetingsPrepare professional reports and presentations as directedManage daily administrative duties with an emphasis on enhancing efficient workflowAssist leadership with calendar support. Responsibilities could include internal/external meeting scheduling, reviewing calendars for conflicts, accepting/declining meetings on behalf of leaders, reminders of meetings and logistics and/or materials that may be neededMake travel arrangements on behalf of leadership in accordance with policyPrepare and edit correspondence, communications, presentations, and other documents. File and retrieve documents and reference materials. May conduct research, assemble and analyze data to prepare reports and documentsMay initiate follow ups for specific leadership initiatives. Responsibilities could include contract expiration, meeting action items, evaluation feedback, surveys, required education and compliance, and other related workMay be responsible for answering and screening phone calls in a professional manner; take messages and handle inquiries as appropriateMay work with department leaders to develop necessary materials (e.g., manual, training modules, curriculum, etc.) to support the program. Evaluate impact of program in meeting the defined objectives of the programCoordinate staff meetings/events/conference calls as instructed by leadership. Responsibilities could include agenda preparation, presentations, staffing, meeting collateral, logistics, notes, action item follow-up as necessary, etcReview operating practices and implement improvements where necessaryUtilize and enter data into all department databasesCoordinate regional department activities as directedMaintain Reporting, Time and Expenses, Project Status Reports, and Budget ReportsCollect and analyze data to produce weekly and monthly specialized reportsMay coordinate seminars/meetings (planning, coordination with corporate staff on mailings, hotels, pre- and post-seminar follow-up), and attend seminars/meetings as directed to assist with registration and face-to-face contact with attendeesIf supporting the Marketing department, duties will also include:Serve as the primary point of contact for requests from other departments, IT issues, HR/compliance reminders, etcMaintain the [email protected] distribution list, responding to requests and directs to appropriate marketing resources and/or team membersRegularly update and maintain essential marketing documents, content databases, and media assetsSupport campaign planning and execution efforts – clearly communicate campaign goals, deliverables, and timelines to the teamCoordinate the development of product and/or materials and other documents as needed to enable successful delivery of service to the clients/stakeholdersAttend project meetings and take minutesSupport a wide variety of special projects some of which may have organizational impactMay support the planning efforts associated with broader enterprise-wide meetings and events, ensuring seamless marketing operationsSkillsHigh School Diploma or GED equivalent requiredTwo (2) years of administrative or office support, administrative analyst, or project/department coordination/support role requiredAbility to work independently with drive and initiative but also work well within a teamwork settingDetail oriented and organized with the ability to juggle multiple tasks, prioritizing projects effectively, and maintaining a smooth operational flow within the assigned departmentAbility to complete tasks with varying priorities under conditions requiring speed and accuracyGeneral knowledge of administrative procedures and standard business office practicesMust have strong customer service with client interactions both verbally and writtenStrong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skillsDemonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over the phone with a courteous and professional demeanorStrong verbal and written communication skillsAbility to use office equipment and automated systems/applications/software at an acceptable level of proficiencyAbility to establish and maintain effective working relationships as required by the duties of the positionAbility to read, understand and communicate in English sufficient to perform the duties of the positionProficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint3-4 years of increasingly complex administrative support & project coordination experience preferredPrevious experience supporting a Marketing team is preferred if assigned to the Marketing department preferredPrevious customer service experience preferredIf in the Business Development department, proficiency in content authoring tool – Captivate; if in the Learning & Development department, the ability to create e-learning coursesBenefitsSuperior health plan optionsDental, Vision, HSA/FSA, Life and AD&D coverage, and moreTop Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service)Generous paid time off starting 3-4 weeks annuallyStudent Loan Refinancing DiscountsProfessional and Career Development ProgramEAP and travel assistance includedWellness programPurpose-driven culture focused on improving the lives of our patients, communities, and employeesThis position is also eligible to participate in our annual corporate Success Sharing bonus program, which is based on the companys annual performanceFlexible work hoursMonthly wellness events and programs such as yoga, HIIT classes, and moreTrainings to help support and advance your professional growthTeam building activities such as virtual scavenger hunts and holiday celebrationsOpportunities to attend Vituity community events including LGBTQ+ History, Deda de los Muertos Celebration, Money Management/Money Relationship, and moreCompany OverviewVituity is dedicated to bringing joy to the practice of medicine. As a nationwide, multispecialty partnership of top physicians It was founded in 1975, and is headquartered in Emeryville, California, USA, with a workforce of 1001-5000 employees. Its website is https://www.vituity.com.