Administrative Coordinator
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Job Description
Administrative Coordinator supporting Vituity’s healthcare operations through calendars, travel, reporting, and project coordination. Remote nationwide role with marketing and departmental support responsibilities.
Responsibilities:
- Communicate messages, inquiries, and issues professionally and confidentially with internal and external clients
- Manage calendars, appointments, meeting scheduling, conflicts, reminders, and logistics for leadership
- Complete expense reports and arrange complex travel plans, itineraries, and agendas
- Prepare and edit correspondence, communications, reports, presentations, and other documents
- File and retrieve documents and reference materials; conduct research and analyze data
- Manage daily administrative duties and improve operational workflow
- Initiate follow-ups for leadership initiatives, action items, evaluations, surveys, education, compliance, and contract expirations
- Answer and screen phone calls, take messages, and handle inquiries
- Develop program materials such as manuals, training modules, and curricula; evaluate program impact
- Coordinate staff meetings, events, conference calls, seminars, and related logistics
- Review operating practices and implement improvements
- Enter and maintain data in department databases
- Coordinate regional department activities
- Maintain reporting, time and expenses, project status, and budget reports
- Collect and analyze data to produce weekly and monthly specialized reports
- For Marketing support: serve as primary contact for department requests, maintain the marketing requests distribution list, update marketing documents/content databases/media assets, and support campaign planning and execution
- Coordinate development of products, materials, and documents for client/stakeholder service delivery
- Attend project meetings and take minutes
- Support special projects and enterprise-wide meetings and events
Requirements:
- 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 and project coordination experience preferred
- Previous experience supporting a Marketing team preferred if assigned to the Marketing department
- Previous customer service experience preferred
- Ability to work independently and within a teamwork setting
- Detail oriented and organized, with ability to juggle multiple tasks and prioritize projects
- Ability to complete tasks with varying priorities under conditions requiring speed and accuracy
- General knowledge of administrative procedures and standard business office practices
- Strong customer service skills with verbal and written client interactions
- Strong analytical, creative conceptualization, collaborative management, oral, and written communication skills
- Ability to handle detailed work accurately and quickly, meet deadlines on multiple projects, and interact professionally in person and over the phone
- Proficiency with office equipment and automated systems/applications/software
- Ability to establish and maintain effective working relationships
- Ability to read, understand, and communicate in English sufficient to perform the duties
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- If in Business Development, proficiency in Captivate
- If in Learning & Development, ability to create e-learning courses
Benefits:
- Monthly wellness events and programs such as yoga, HIIT classes, and more
- Trainings to help support and advance your professional growth
- Team building activities such as virtual scavenger hunts and holiday celebrations
- Flexible work hours
- Opportunities to attend Vituity community events
- Superior health plan options
- Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
- Top Tier 401(k) retirement savings plans with 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 annually
- Student Loan Refinancing Discounts
- Professional and Career Development Program
- EAP and travel assistance included
- Wellness program
- Annual corporate Success Sharing bonus program based on company annual performance
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