Administrative Coordinator

Employment TypeFull-timeExempt or Non-ExemptNon-exempt [Non-ex.]Job SummaryWorksite Location (In-Office): Honolulu, HawaiiPay Range: $42,000 - $68,000Note: Individuals typically begin between the minimum to middle of the pay rangeManages administrative functions that support department executive, leaders, managers and staff to promote all administrative functions required to support departments to enable the teams to effectively administer all provisions of HMSA's business analytics/reporting, provider contracting, provider business/strategic relations, and/or provider and internal operations.Minimum QualificationsAssociate's degree and one year of public contact/customer service experience; or an equivalent combination of education and experience.Strong oral and written communication skills.Basic working knowledge of Microsoft applications, including but not limited to Word, Excel, and Outlook.Duties And Responsibilities Provide administrative and clerical support, including but not limited to the following activities:Coordinates, manages and maintains the calendar of department leadership. Ensures that meeting requests are accommodated in priority order. Triages information and alerts to priority meetings and deadlines; to include meeting room reservationsMaintain staff work/leave/tasks schedules and internal time reporting worksheetsProcess print requests, work order requests, vendor invoices and other internal requisitionsCoordinate staff training (webinars, conference calls or seminars) and make the related technical and travel arrangements (staff, member's and vendors); process reimbursement requestAssist staff administratively in preparing, distributing and presenting reports, presentations and projects, to include use of computer applications (ex. Word, Excel, and Powerpoint)Organizes records and maintains file information in soft and/or hard format of all correspondence, program files and binders related to HMSA's contracts and files, to include Access Record Management.Compiles stores and retrieves records and files in data management process. Reviews, recommends and implements process improvements in administrative operating practices which include documenting policies and procedures, filing, record-keeping systems, and software file management processes.Process incoming and/or outgoing mailings timely and accurately in accordance with department policies and procedures and workflows. Tasks include but are not limited to:Generate letters using mail merge and invitee listsCreate mailing labels and form lettersCoordinate the mail-out with the HMSA administrative unit to meet delivery targetFollow up on return mail and address correctionsOpens mail addressed to department leadership within agreed upon timeframeRoute/scan/store the documents as appropriateRetrieve requested documents for research and auditsMaintain departmental databases/ logs to track receipt and mail-outAct as meeting coordinator for intra-dept. meetings and team meetings with other HMSA departments, partners and vendors: Coordinates logistical needs of meeting accommodations to include room and equipment reservation, ordering and set-up of refreshments, preparing, and distributing meeting agendas and minutes for various standard and ad-hoc meetings as assigned, to include webinar and conference bridge line setup.Monitors office supplies needs and orders as required. Arranges for office equipment repairs and maintenance. Coordinates New Hire Activities for employees, temps and vendor/contractors; to include but not limited access setup, processing of onboarding/new hire forms, and assignment of workstations/equipment; and manages access management requests for departmentWorks closely with facilities department to arrange for work requests for any space- or facilities-related issues for the department.Assists with special events for the department including but not limited to employee recognition events, meetings and community relations events.Helps to orient new employees to the department; includes submitting AMU requests and ordering equipment, advising them on the tools and resources available to them with the company. Serves as a key resource in helping new employees navigate the processes and understand how to get things done at HMSA.Coordinate stakeholder (external, provider, vendor, internal) collaborative meetings, and other committee/training/advisory meetings hosted by Department Leadership. Duties to include but not limited to:Create/send invitation requests and manage RSVP of stakeholdersCoordinate travel as applicable, meeting rooms onsite and offsite venues, and escort/building accessesArrange for meals, parking, logistics, audio/visual equipment needs, and copying/distribution of meeting materialsGreeting and intake of stakeholder attendees to include coordinating and checking in attendeesManage, distribute, maintain stakeholder meeting minutesAssists with special projects, department priorities and other duties to support department operations as assigned.