Administrative Coordinator/Receptionist

Administrative Coordinator/Receptionist

Bioprist Institute of Medical Sciences

Administrative Coordinator—St. James

KEY COMPETENCES

• Good customer service skills
• Pleasant personality
• Communicates well
• People skills
• Uses own initiative 

Major Responsibilities:

• Ensure conference rooms and other meeting spaces are prepared prior to use
• Work as the school receptionist 
• Provides confidential secretarial and administrative support for the principal executive or executives, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget planning and management, as required.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• May supervise personnel, which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Maintain inventories and orders for office supplies.
• Provide assistance to staff, managers, and senior-level officers as needed
• Serves as a liaison with technical support staff for office equipment repairs.
• Receive and forward communications to different staff and departments
• Perform clerical duties, such as filing, faxing, answering phone calls, and responding to emails
• Coordinate with human resources to handle payroll and personnel databases
• Coordinate with Admissions to handle students file and data.
• Perform related duties as assigned