Administrative Coordinator

In 2020 united in a fierce commitment to deliver the highest quality care and exceptional patient experience Virginia Mason and CHI Franciscan Health came together as natural partners to build a new health system centered around the patient: Virginia Mason Franciscan Health. Our combined system builds upon the scale and expertise of our nearly 300 sites of care including 11 hospitals and nearly 5000 physicians and providers. Together we are empowered to make an even greater impact on the health and well-being of our communities.

Provides highly responsible administrative and secretarial services to relieve a VMFH executive of day-to-day administrative details so that he/she can concentrate on the significant aspects of his/her own position. Work involves applying knowledge of the executive’s work objectives and viewpoints and representing the executive within delegated scope of authority. Ensures optimal time management for executive through oversight of schedule and calendar, travel arrangements, meeting support, and answering/prioritizing communications/correspondence. Although responsible for providing significant assistance to a key executive, this position does not have independent executive authority.

The VMFH executive supported is typically President-Foundation, Vice-President or Associate Vice President. Incumbents are exposed to sensitive information involving not just a specific department, but the entire organization. Assignments vary considerably as to volume of work, specific duties performed and overall scope of responsibility, depending on the delegation style of the manager.

The position requires considerable knowledge of company organization, policies and practices in making routine administrative decisions and in the approach to take to handle non-routine situations. An incumbent may function in a “lead” role with regard to ongoing work or special project- or team-oriented assignments. An incumbent may be responsible for office coordination and/or oversight of lower level administrative/clerical employees. Work involves the development of moderately complex PC databases, spreadsheets, presentation or graphic materials.

Provides administrative support to executive, including complex scheduling and calendaring support, travel arrangements, expense reports, budget support, answering and prioritizing communications/ correspondence, and other secretarial tasks that support efficient organization of the executive’s time.

May coordinate budget preparation and consolidation activities for executive; monitors and maintains accurate account of budget and department sub-accounts.

Interacts with both internal and external customers on executive’s behalf.

Provides meeting and special event support for executive and department, including scheduling, invitations, creating agendas, preparing materials (such as presentations and reports), arranging catering/floral, setting up A/V, and taking/preparing/distributing minutes.

Acts as a liaison between executive and staff, communicating assignments, tracking project status, getting updates, answering questions within scope of responsibility, and ensuring optimal and efficient communication flow throughout department.
Researches, drafts, edits and presents a variety of documents, reports, data and other metrics.

May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.
Provides office management for department and may provide oversight/direction to lower-level administrative staff.

Performs related duties as required.

Education/Work Experience Requirements:

Five or more years of progressively responsible related office or secretarial work experience that demonstrates attainment of the requisite job knowledge skills/abilities.

Experience in a healthcare environment is preferred.