Job Summary: The Administrative Coordinator provides comprehensive administrative, operational, and compliance support to ensure the efficient functioning of the health center. Responsibilities include office logistics coordination, meeting management, onboarding assistance, inventory control, audit support, and marketing communications. Supports patient correspondence, and organizational projects[ while maintaining high standards of professionalism, organization, and adaptability. Works independently and collaboratively to meet deadlines, enhance workflow efficiency, and contribute to a positive, team-focused environment.

Duties and Responsibilities:

Provides administrative and operational support, assisting with mail handling, filing, scanning, fax distribution, and secure record destruction

Assists with office logistics, including boardroom scheduling and setup, IT room organization, phone tree maintenance, employee directory updates, and PTO tracking

Coordinates meetings by preparing agendas, organizing materials, scheduling, taking and completing meeting minutes, and uploading necessary board and CPI documentation as needed

Assists with onboarding processes for new employees and students, including required documentation and orientation support

Assists with inventory control, reconciliation, and seasonal supply cleanups

Assists with completion of audits, including 340B, POCT, contract, Cardinal, and compliance audits

Assists with NDC management

Completes statement and bank deposit reconciliation including weekly deposits and end of the month deposits

Supports regulatory and compliance initiatives, including FTCA, NCQA, UDS, HRSA site visits, value-based projects, security risk assessments, and others

Submits, tracks, and follows up on IT tickets and assist with EMR and IT system cleanup, including LUMA, Azara, and NextGen

Designs, coordinates, and updates promotional materials, signage, in-office displays, website content, and social media communications

Assists with tracking patient no-shows and manages related communications, including drafting and sending patient correspondence.

Assists with employee engagement activities, potlucks, special projects, and organizational events

Demonstrates a strong willingness to learn and participate in training to enhance skills and contribute effectively.

Proficient in Microsoft Word, Excel, Adobe, PowerPoint, and related applications; comfortable learning new technology

Works independently to meet deadlines with strong time-management skills

Strong organizational, communication, and multitasking skills

Creative, detail-oriented, team-focused, and adaptable with a positive attitude

Flexible and willing to provide coverage across different areas of the Center as needed to support operations

Performs laminating and labeling of documents

Maintains professional legal/ethical behavior

Recognizes and reacts appropriately to an urgent or emergent situation

Keeps workstation organized and strives to keep all patient protected health information confidential in work area

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for the job. Duties, responsibilities and activities may change at any time with or without notice.

Knowledge, Skills and Abilities: Required:

Candidate must: Must be able to operate business office machines (copier, scanner and fax).2qGgacXLJoakptQPqemxgQU7 aria-live="polite"}

Isabella Citizens for Health

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