Administrative Coordinator

Our client is searching for a part-time Administrative Coordinator, onsite 20 hours per week in Palo Alto. The successful candidate will be responsible for :

Have you got what it takes to succeed The following information should be read carefully by all candidates.

• Effectively developing and managing office systems to provide a functional, cost-effective working environment.
• Anticipating potential system breakdowns or gaps in communication and taking action to correct and avoid them. Recommending staff development opportunities and implementing action plans for team competencies to achieve high levels of performance.
• Respecting specific support needs of the various executives, coordinating office coverage, and maintaining a high level of accessibility and support across the entire organization.

Approving designated administrative staff time off and other scheduling issues, and developing contingency plans to cover peak periods.

• Developing solutions to team projects and encouraging collaboration, teamwork, and accountability to provide high levels of service to executives and visitors.
• Developing and maintaining a team commitment to role model behavior aligned with hospital vision and values. Formulating and administering assigned budgets.

Effectively utilizing all resources and pursuing creative solutions to reduce costs and improve service levels.

• Adhering to the policies and procedures of the organization.
• Assuming responsibility for contributing in a positive manner to the department and hospital goals, and for continued self-development.
• Following departmental guidelines related to staffing and scheduling.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

Education Qualifications

Associates degree from an accredited college or university.

Licenses and Certifications

None.

Experience

Minimum of 5 years of progressively responsible administrative / support / office management experience with 1 year of supervisory experience.

KNOWLEDGE / SKILLS & ABILITIES

• Demonstrates excellent accuracy, attention to detail, and proofing skills.
• Effectively maintains confidentiality of sensitive information.
• Efficiently plans and organizes job responsibilities, striving to make the best use of time. Interacts with clients in a manner that promotes a positive professional image and develops and maintains effective working relationships.
• Effectively communicates and interacts with staff and members of the community from diverse backgrounds.
• Ability to demonstrate business communication skills (verbal, written, listening, facilitating) including telephone techniques and etiquette.
• Ability to demonstrate customer service skills.
• Knowledge, understanding, and ability to use English grammar, spelling, and punctuation.
• Advanced knowledge and proficiency in the use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required.
• Demonstrated skill in exercising tact, diplomacy, courtesy, and discretion in written and oral communication.
• Self-directed, assertive, and creative in problem-solving and systems planning.
• Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy, and poise.
• Able to work effectively and collaboratively with a wide variety of internal and external customers.
• Demonstrated ability to manage and prioritize multiple tasks and meet deadlines.
• Able to interact effectively with others to furnish and obtain information.
• Able to analyze, plan, organize, and direct varied administrative functions independently.

J-18808-Ljbffr