Health Center Administrative Coordinator
Job DetailsLevel ExperiencedJob Location Life Chiropractic College West HQ - Hayward, CAPosition Type Full TimeEducation Level 4 Year DegreeTravel Percentage NoneJob Category Admin - ClericalDESCRIPTION Reporting directly to Provost, the Health Center Administrative Coordinator provides administrative support to all Health Centers senior leadership team members by maintaining calendars and managing schedules, performing clerical functions, receiving visitors, arranging conference calls, scheduling meetings, and maintaining the agenda and minutes for all department meetings. Health Center Administrative Coordinator is also responsible for all day-to-day administrative duties under senior leadership control.
The Health Center Administrative Coordinator is trusted support, provides a key source of information and resources to the Provost and Health Center Senior leadership. The Health Center Administrative Coordinator orchestrates the team’s day-to-day activities and will: draft briefs, presentations, and correspondences; coordinate meeting schedules, logistics, and deliverables; develop and monitor project plans; liaise with project teams and an assortment of faculty and staff; prepare status reports and analyses; maintain electronic and hardcopy documents and files; coordinate travel; plan retreats and off-sites; and perform other related duties. This candidate must have the ability to take anticipate individual and business needs; identify and alleviate obstacles; maintain confidentiality; manage issues and opportunities; take ownership and initiative and, is a proud ambassador for the Provost, the entire Health Center, and the overall College community.CORE VALUES
Life West's vision is to create a brighter future for humanity through graduating chiropractors who have a deep understanding of service and of the innate potential of the human body to heal and adapt to its environment. The Doctor of Chiropractic program prepares graduates for personal and professional fulfillment in a climate of loving, serving, and giving. QUALIFICAITONS Performs advanced and confidential secretarial duties requiring broad experience, skills, and knowledge of Health Center policies and practices providing administrative support to the Health Center Administrative team (Dean of Clinical Competency, Dean of Clinical Operations, Director of Quality Assurance/Compliance, others as defined in the Health Center Organizational chart).Maintains and manages the calendars of the HC administrative teamEnsures that the HC administrative team functions on time-based on the calendar Provides reminders of meetings, assists those who have arrived for meetings, and arranges electronic means of meeting as needed. Keeps team’s meeting schedule, maintains meeting agenda, and takes all meeting minutes except when specifically excused. Is the primary point of contact for the Administrative Team as guests call or present in person. Oversees the college's Preceptor program, including: Handling all preceptor inquiriesMaintains high customer service levels for interns and practicing DCs, is timely in preparations, reporting, and communication. Processing of applications for approvalMaintaining recordsEnsuring interns are evaluatedContinued growth and development of the programResearch on new areas (states, provinces, or countries) as requestedMaintains the Preceptor webpageKeeps contents up to dateUses webpage to inform new candidates (both DCs and interns) of their progress regarding their applications and required reportingTrains other HC Administrative Assistants in preceptor processesEnsures continuous coverage when absentOversees college service trips, in coordination with the Executive Assistant to the PresidentOrganizes each trip, including;Travel, housing, food, and other necessary arrangementsStaffing for each tripActs as a liaison for contact for various trip locationsMaintains service trip manual and ensures policies and procedures are followedProvides all necessary support for each service tripMaintains records for service tripsEnsures budgets are maintained and followedMaintains annual calendar of events and coordinates planning with all stakeholdersIn performing the above duties, the following applies: Performs complex tasks in preparing documents and reports to support Health Center objectives.Accurately compiles and completes reports, statistical data, charts, graphs, tables, and surveys for review and approval by the Provost and HC administrative team as needed.Compose, transcribe, and edits confidential correspondence and documents in accordance with established College and Health Center policies and procedures.Creates and maintains a variety of confidential files in accordance with established College and Health Center policies and proceduresPromptly sorts and distributes mail, routing to the appropriate party.Administers the day-to-day office operations of the HC administration team to maximize efficiency, including faculty time-off management and onboarding new hires.Promptly and courteously answers and screens phone calls, routes calls as appropriate within established customer service guidelines, accurately records messages, and delivers to the appropriate party in a timely manner.Accurately maintains calendar for all HC administrative team members; makes necessary arrangements for appointments, meetings, seminars, conferences, or travel in a timely manner. Schedules in accordance with the appropriate hierarchyRoutinely schedules appointments, meetings, and luncheons, notifying all participants in a timely manner; provides meeting support such as agenda preparation, travel arrangements, etc.; attends meetings and takes accurate minutes as requestedProvides prompt and courteous assistance to customers (both internal and external) and serves as a liaison between administrative officers, clerical staff, patients, visitors, other campus constituents, etc.Prepare invoices, reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software.Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. File and retrieve corporate documents, records, and reports.Maintain Health Center Faculty break room and supplies order for the department.Plan, organize and coordinate the executive’s office functions' administrative aspects, including reports, budget reconciliations, purchase orders, and department organizational charts.Responsible for maintaining Health Center Policy and Procedure Manual.
Performs other position-appropriate duties as required in a competent, professional, and courteous manner. GENERAL PERFORMANCE STANDARDS AND EXPECTATIONS
In addition to satisfactory performance on all of the responsibilities for this position, all College employees must fulfill the following basic performance expectations:1. Mission and Goals: All employees are expected to know and work by the College's mission and goals.2. Customer Service: All College employees will strive to provide outstanding customer service to everyone they serve, including students, the community, and fellow employees.3. Grooming and Appearance: College employees are expected to maintain a neat and professional image at all times. When issued, College personnel must wear uniforms and maintain a neat, clean, and well-groomed appearance. 4. Safety Awareness: College employees are expected to work diligently to maintain safe and healthful working conditions and adhere to proper operating practices and procedures designed to prevent injuries. Employees are required to wear personal protective equipment as provided, depending on the position. 5. Attendance Standards: College employees are expected to attend their work assignments and schedules at all times, pursuant to the College's Employee Handbook.6. Training: College employees are expected to attend College-provided training sessions and meetings when deemed necessary or required. 7. Continuous Improvement: College employees are expected to give attention to continuous assessment and improvement of the position's assigned set of duties and responsibilities. SKILLS & EXPERIENCE: EDUCATION & TRAINING REQUIREMENTS:Knowledge generally acquired through four years of executive secretarial experience of increasing variety and/or complexityAssignment typically requires detailed knowledge of the organization’s operations, organizational procedures, and personnelDemonstrate ability and temperament to work with sensitive informationDemonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside partiesDemonstrate attention to detail.Demonstrated time management skills to plan, manage and coordinate executive’s activities and major functionsAdvanced knowledge and proficiency in the operation and use of personal computers utilizing word processing, spreadsheet, and database management software programs (e.g., Word, Excel, Access, and Outlook), internet access, etc. Understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of students, faculty, staff, and the community.Excellent verbal and written communication skills.Excellent interpersonal skills.Discretion and confidentiality at the highest level.Excellent analytical and problem-solving skills.Proven project management and organizational skills.Ability to work with a diverse population.Ability to work independently in a fast-paced environment and as a team member. ETHICS REQUIREMENTSProvide professional services with integrityProvide professional services objectivelyMaintain the knowledge and skill necessary to provide professional services competently.Be fair and reasonable in all professional relationships. Disclose conflicts of interestProtect the confidentiality of all client informationAct in a manner that demonstrates exemplary professional conductProvide professional services diligently PHYSICAL DEMANDSAble to spend long hours sitting, standing, and lifting up to 25 pounds.Nature of work requires an ability to operate standard business office equipment.Requires ability to communicate and exchange information clearly and concisely.Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard, and to verbally communicate to exchange information.
WORKING CONDITIONSWork is performed primarily in a standard office environment with extensive contact with the public.
Life Chiropractic College West is an Equal Opportunity Employer.
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