Office Coordinator | FT | Weekdays | OR | University

If you are looking to make an impact on a meaningful scale, come join us as we embrace the Power of One!
 

We strive to be an employer of choice and establish a reputation for being a talent rich organization where Associates can grow their career caring for others. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South.
 

Coordinates the day-to-day office operations of a moderately complex nature including, but not limited to business operations, clerical, appointment and meeting coordination for assigned department leaders or multiple departments. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

 

Working at MLH means carrying the mission forward of caring for our community and impacting the lives of patients in every way through compassion, a deliberate focus on service expectations and a consistent thriving for excellence.

A Brief Overview
Coordinates the day-to-day office operations of a moderately complex nature including, but not limited to business operations, clerical, appointment and meeting coordination for assigned department leaders or multiple departments. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

What you will do

• Coordinates and maintains an efficient office operation and performs administrative duties of a moderately complex and confidential nature in support of office activities to relieve the staff of various administrative responsibilities.
• Coordinates and maintains documentation and standard operating procedures for department processes and procedures. Recommends improvements to processes and procedures to continually meet the needs of the department.
• Schedules and organizes department activities, appointments, and meetings including order and set-up of equipment, catering, or other needs as directed.
• Actively participates in the coordination of projects related to department activities. Monitors timelines and deliverables to ensure objectives are met.
• Coordinates all office functions to include, but not limited to, answering and screening phone calls, assisting visitor, ordering and maintaining supplies, equipment maintenance, repairs, and renovations.
• Functions as a first-level resource to leaders and other departments to obtain and provide information, respond to requests, and resolve problems. Explains policies, procedures, and special programs.
• Assist with hiring, leading and evaluating other clerical staff, including interviewing, training, advising on new procedures, coordinating information, and shifting work to accommodate workload needs.
• Prepares reports, summaries or replies to inquiries by recording, researching, and selecting relevant information from a variety of sources, such as reports, documents, other offices, computerized data bases, etc., and organizing and presenting information in usable and professional format, including tables, graphs, and charts.
• Prepares a variety of correspondence, memoranda, reports, statistical reports and other materials. Establishes and maintains efficient filing systems for departmental and confidential materials.
• Assists leaders with budget and fiscal functions. Tracks and reconciles expenses against the office’s budgets including, but not limited to, operating, contingency, travel and other expenses.
• Monitors utilization of materials and office supplies, orders supplies to ensure adequate inventory, and ensures adherence to budget.
• Performs other job duties as needed or requested.

Education/Formal Training Requirements

• Required - High School Diploma or Equivalent
• Preferred - Associates Degree

Work Experience Requirements

• Required - Administrative or clerical 1-3 years

Knowledge, Skills and Abilities

• Must be proficient in the Microsoft Office program or programs (Word, Excel, PowerPoint) as indicated in the specific function within the department.
• Skill and proficiency in oral and written communication including spelling, grammar, punctuation, and composition.
• Proficient in use of basic office equipment; multi-line phones; and data entry.
• Demonstrated organizational skills with ability to set priorities and meet deadlines.
• Demonstrates discretion in dealing with confidential information and sensitive issues.
• Proven record of providing excellent customer service both internally and externally.
• Ability to evaluate problematic situations and be able to adapt, respond to, and/or notify/advise appropriate staff in order to resolve the situation/issue.
• Ability to type lengthy or detailed memoranda.
• Ability to prioritize multiple tasks for multiple Directors and/or Senior Directors.

Supervision Provided by this Position

• There are no supervisory or lead responsibilities assigned to this position.

Physical Demands

• The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
• Must have good balance and coordination.
• The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
• The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
• The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.

Our Associates are passionate about what they do, the service they provide and the patients they serve. We value family, team and a Power of One culture that requires commitment to the highest standards of care and unity.

Boasting one of the South's largest medical centers, Memphis blends a friendly community, a thriving and growing downtown, and a low cost of living. We see each day as a new opportunity to make a difference in the lives of the people in our community.