Administrative Coordinator - Remote - Nationwide

Remote, Nationwide - Seeking Administrative Coordinator

Everybody Has A Role To Play In Transforming Healthcare

At Vituity you are part of a larger team that is driven by our purpose to improve lives. We are dedicated to transforming healthcare through our culture by working together to tackle healthcare's most pressing challenges from the inside.

Join the Vituity Team. At Vituity we've cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call "culture of brilliance." Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.

Vituity Locations: Vituity has opportunities at 475 sites across the country, serving + million patients a year. With Vituity, if you ever need to move, you can take your job with you.

The Opportunity

Communicate 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 clients.

Complete 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 meetings.

Prepare professional reports and presentations as directed.

Manage daily administrative duties with an emphasis on enhancing efficient workflow.

Assist 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 needed.

Make travel arrangements on behalf of leadership in accordance with policy.

Prepare 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 documents.

May 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 work.

May be responsible for answering and screening phone calls in a professional manner; take messages and handle inquiries as appropriate.

May 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 program.

Coordinate and/or 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, etc.

Review operating practices and implement improvements where necessary.

Utilize and enter data into all department databases.

Coordinate regional department activities as directed.

Maintain Reporting, Time and Expenses, Project Status Reports, and Budget Reports.

Collect and analyze data to produce weekly and monthly specialized reports.

May 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 attendees.

If 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, etc.

Maintain the marketingrequests@vituity.com distribution list, responding to requests and directs to appropriate marketing resources and/or team members.

Regularly update and maintain essential marketing documents, content databases, and media assets.

Support campaign planning and execution efforts - clearly communicate campaign goals, deliverables, and timelines to the team.

Coordinate the development of product and/or materials and other documents as needed to enable successful delivery of service to the clients/stakeholders.

Attend project meetings and take minutes.

Support a wide variety of special projects some of which may have organizational impact.

May support the planning efforts associated with broader enterprise-wide meetings and events, ensuring seamless marketing operations.

Required Experience And Competencies

High School Diploma or GED equivalent required.

Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required.

3-4 years of increasingly complex administrative support & project coordination experience preferred.

Previous experience supporting a Marketing team is preferred if assigned to the Marketing department.

Previous customer service experience preferred.

Ability to work independently with drive and initiative but also work well within a teamwork setting.

Detail oriented and organized with the ability to juggle multiple tasks, prioritizing projects effectively, and maintaining a smooth operational flow within the assigned department.

Ability to complete tasks with varying priorities under conditions requiring speed and accuracy.

General knowledge of administrative procedures and standard business office practices.

Must have strong customer service with client interactions both verbally and written.