WHAT DOES AN ADMINISTRATION COORDINATOR DO?

Published: Nov 06, 2024 - The Administration Coordinator manages administrative tasks such as filing, scanning, photocopying, handling inbound and outbound calls, and addressing email queries. Office supplies are tracked and orders placed as needed, alongside coordinating site requisition orders and completing credit applications. Collaborative efforts involve liaising with scheduling analysts, Health Care Access, and ambulatory and outpatient procedure locations, as well as partnering with account and design studio teams to deliver marketing assets to clients effectively.

A Review of Professional Skills and Functions for Administration Coordinator

1. Administration Coordinator Duties

  • Visitor Management: Meet and greet visitors, maintain lost property, and assist with wheelchair hire.
  • Administration: Answer inquiries directly or direct calls to the appropriate employee.
  • Record Keeping: Maintain and update all Shopping Centre registers.
  • Facility Management: Maintain the professional appearance of reception, lobby, and meeting rooms.
  • Inventory Management: Maintain adequate stationery and kitchen supplies.
  • Financial Support: Assist retailers with account statements.
  • Data Collection: Collect retailer monthly sales and public liability insurance.
  • HR Management: Perform a full spectrum of HR and administration tasks.
  • Clerical Support: Provide general administrative and clerical support to management to ensure a positive working environment.
  • Team Leadership: Drive and lead the HR team in the recruitment, assessment, and selection of talent in the recruitment and staffing process.

2. Administration Coordinator Details

  • Communication: Acting as the point of contact between executives, senior management, internal staff members, and external parties.
  • Calendar Management: Managing calendars, resolving scheduling conflicts, and initiating meeting requests (1-on-1s, small to large onsite and offsite meetings, senior leadership team meetings, and all-staff meetings).
  • Travel Coordination: Planning and booking all travel, domestic and international, applying for international visas when needed, and submitting expense reports.
  • Meeting Preparation: Preparing agendas and taking action items.
  • Event Registration: Timely registration for conferences, congresses, seminars, and internal meetings/workshops.
  • Team Participation: Participating in department product teams.
  • Database Management: Maintaining distribution, contact, and personnel lists.
  • Project Assistance: Assisting with special projects as requested by the executive.
  • Backup Support: Providing backup support to additional department administrative coordinators.
  • Administrative Duties: Performing other administrative duties as assigned.
  • Documentation Management: Updating, maintaining, and preparing documentation for new hires, staff performance, HR policy, payroll, staff records, and more.
  • Reporting: Assisting in preparing reports and ensuring proper filing and documentation in Admin & HR.
  • Advisory Services: Providing advisory and consultative services to line managers on employee issues and employment practices.

3. Administration Coordinator Responsibilities

  • Administrative Support: Provides administrative support to the Department Chief/Chair, Administrative Director, Division Heads, and providers.
  • Appointment Processing: Processes all faculty and volunteer appointments/promotions, including gathering recommendation letters and completing paperwork.
  • Scheduling Management: Builds all provider and resident scheduling templates in EPIC. Blocks and opens provider schedules when needed.
  • Intake Management: Completes all resident intake forms.
  • Calendar Monitoring: Monitors and tracks faculty on-call calendars and coverage.
  • Financial Coordination: Provides financial information for payment.
  • Liaison Role: Serves as a liaison for HeroCare and VIP Appointment Requests.
  • Credentialing: Completes credentialing for providers for Community Partner Organizations.
  • Reimbursement Handling: Handles all provider requests for reimbursements.
  • PTO Tracking: Maintains PTO tracking for providers.
  • Meeting Management: Maintains department meeting calendars, creates agendas, and keeps meeting minutes.

4. Administration Coordinator Job Summary

  • File Management: Manages employee personal files according to legislation and internal regulations.
  • Documentation Assurance: Ensures documentation related to the start, course, and termination of employment (including pre-employment and starting documents, contracts, agreements, changes, salary letters, bonuses, benefits, and departure documents).
  • Database Management: Manages current databases with personal and job data of employees—data creation and changes, management of organizational and functional classifications in the databases (KS, Peoplesoft, Cominfo, Valeo Directory, Eproc, etc.).
  • Onboarding Coordination: Organizes employee start and departure processes (initial training, medical checks, orientation in company rules and regulations, basic tools delivery—documents, chips, badges, etc.).
  • Regulatory Cooperation: Cooperates with state authorities (Labour Office, Health Insurance Companies, Social Authority, etc.).
  • Report Preparation: Prepares reports linked with personnel agendas.
  • Statistical Analysis: Prepares statistics, reports, and data for state authorities.
  • Organizational Chart Management: Prepares appointment and organizational charts on a monthly basis.
  • Job Description Management: Ensures job descriptions are provided for newcomers and those who change positions.
  • Pension Insurance Coordination: Manages pension insurance for employees (communication with providers, organization of meetings).
  • Administrative Support: Provides administrative support for providers.
  • Schedule Coordination: Coordinates Cadence and Optime schedules for physicians and APPs alongside the division coordinator and existing team, including management of urgent patient requests.

5. Administration Coordinator Accountabilities

  • Filing Management: Filing, scanning, and photocopying.
  • Call Handling: Answering incoming calls and transferring them as necessary.
  • Outbound Communication: Making outbound calls.
  • Email Follow-up: Following up on email queries and diverting them
  • Supply Tracking: Tracking stocks of office supplies and placing orders
  • Order Coordination: Coordinating and placing site requisition orders.
  • Credit Application Completion: Completing credit applications.
  • Training and Development: Undertaking all relevant training and development activities.
  • Stakeholder Liaison: Direct liaison with scheduling analysts, Health Care Access, ambulatory locations, outpatient procedure locations, PAC, IT, and other partners.
  • Project Contribution: Contributing towards GI and Cooper projects.
  • Marketing Asset Delivery: Working with the account and design studio teams to ensure the timely and effective delivery of marketing assets to clients.