Coordinator

Description

Position Summary

The Coordinator provides administrative and logistical support for teams delivering resources and content on a multitude of projects and topics related to global benefits, health innovations and value purchasing. This role collaborates across the organization supporting member committees and member interactions, additional projects and efforts related to meetings and deliverables.  

Primary Duties & Responsibilities

• Organizes and accurately maintains various member files, tracking lists, mailing lists, e-groups and member participation in various reporting systems (i.e. Outlook, Excel, and CRM). 
• Coordinates team meetings,  tracks status of projects, maintain records of member interactions. Leverage existing and emerging tools to improve effectiveness of the team and quality of communications with members.
• Manages member scheduling and invitation processes. Coordinates member meeting calendar holds, meeting links and time zones. Sends calendar invitations.
• Assists with meeting agenda development, including coordination of speaker needs.
• Coordinates practical arrangements for in-person, virtual and hybrid meetings, including technology and room setup, attendee requirements, registration and attendance tracking. Works with team to assemble all meeting materials. 
• Executes meetings on Zoom platform with polling and breakout room functionality deployed during meetings. 
• Oversees speaker coordination by tracking confirmations, obtaining biographies, presentations and other logistical requirements. Ensures materials are received on time.
• Takes meeting notes, draft summaries, and records agreed upon follow up actions. Coordinates the meeting follow up process, including compilation and distribution of follow up communications.
• Responds to routine requests from members. Drafts correspondence and coordinates with colleagues on more complex inquiries, tracking outstanding requests to resolution.
• Primary responsibility for administrative process related to member onboarding, invoicing and renewal tracking coordination, and other administrative membership tasks. 
• Is responsible for accurate and timely completion of discrete tasks, subject to moderate or minimal supervision. 
• Acts as liaison with marketing team for website updates related to the Institutes, Committees, and Forums.
• Work with supervisor to manage broad priorities, independently manages competing priorities on a day-to-day basis. Gathers and organizes information for member requests and team projects.
• Communicates effectively and with moderate supervision with all contacts internal and external to the Business Group.
• Effectively collaborates with other team members across the organization, harmonizing practices and ensuring timely and accurate contribution to organization wide processes/tasks.
• Contributes to the overall mission of the organization and member recruitment and retention through excellent customer service.
• Identifies opportunities to better serve the members within the scope of the role.
• Seeks guidance and is receptive to developmental feedback and opportunities.

Requirements

• High School Diploma required. Bachelor’s degree preferred. Preferred fields of study and/or experience include health management, health communications/marketing, human resources, business, public health or related field.  
• Two or more years of experience in an administrative capacity, though a Bachelor’s Degree that demonstrates strong communication, organizational and analytical skills can substitute for administrative experience. 
• Fluent in written and spoken English.

Key Skills and Experience

• Proficient computer skills, with demonstrated proficiency in MS Office Suite and CRM software, and Zoom.
• Demonstrated ability to handle multiple responsibilities while meeting deadlines in a fast-paced environment. Manage a wide range of assigned projects on a day-to-day basis with moderate supervision.
• The ability to work effectively on team projects; collaborating with other colleagues to carry out the organization’s goals and objectives.
• Strong follow through and reliability when meeting commitments, tracking deadlines, and communicating progress.
• Strong critical thinking and analytical skills.
• Strong organizational skills, detail oriented, and thorough.
• Self-starter who can anticipate the work of the team.
• Excellent interpersonal, written, and verbal communication skills.
• Excellent internal and external customer and member service skills, having the ability to interact with colleagues, member companies, and potential members.
• The ability to be resourceful and creative in finding and using relevant information.
• The ability to be self-motivated, take initiative and exercise appropriate individual discretion and judgments within the context of established policies and procedures.
• High professional standards and the ability to handle sensitive information confidentially.

Key Attributes

• Resilient/flexible/adaptable
• Self-starter/motivated
• Learner/mentor/team-player
• Member/customer-first orientation
• Analytical/creative/forward-thinking
• Interpersonal awareness/leadership
• Growth mindset

Physical Requirements

• This position requires sitting, standing and walking
• Extensive use of standard office computer equipment (e.g., keyboard, mouse and monitor)

Work Environment

• Position based at Business Group on Health offices in Washington, DC
• Hybrid schedule – At least 3 days in the office each week
• Minimal travel required