Administrative Coordinator

Employment Type

Full-time

Exempt or Non-Exempt

Exempt

Job Summary

**Hybrid Work Environment - Must reside on Oahu **

Pay Range: $47,500 - $88,000

Note: Individuals typically begin between the minimum to middle of the pay range

Responsibilities

Acts as point of contact and primary support for leadership in Actuarial and Underwriting, Financial Accounting, Reporting, Operations, Health Finance, and HMSA subsidiary Integrated Services Inc. This position plays a vital role within the department and has a wide variety of responsibilities, including:

• Perform administrative support duties to assist the leadership of the department.
• Coordinate external partner meetings including direct contact with external partners.
• Assist management and staff in the day-to-day operational workflows.
• Provide support with preparing and progressing projects
  
  
  

The Administrative Coordinator must exercise good judgment in decision making, be willing to take initiative, and possess excellent oral and written communication skills. Handles details of a highly confidential and critical nature and must function efficiently and effectively both independently and as a member of a team.

Minimum Qualifications

• Associates degree or two years of relevant experience; or an equivalent combination of education and work experience.
• Effective written and verbal communication skills.
• Demonstrated experience working with management/leadership.
• Intermediate knowledge of Microsoft Office applications, including but not limited to Excel, Word, PowerPoint, and Outlook
  
  
  

Duties And Responsibilities

• Administrative Assistance
• Exercises good decision making and independent judgment in relieving the assigned leader of all administrative detail, ensuring the most effective use of the leader's attention and focus by:
• Maintaining calendars for those assigned to maximize time efficiency, allow desk time, and schedule appointments with leaderships best interest in mind.
• Handling sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.
• Scheduling and organizing conference calls and meetings for the leader as needed.
• Ensuring that materials for meetings are received on a timely basis and are relevant, complete, and accurate.
• Preparing presentations, spreadsheets, and reports containing sensitive, proprietary and confidential information.
• Exhibiting resourcefulness, initiative and the ability to diplomatically yet effectively handle stressful situations including last minute unplanned needs and requirements, significant changes to scheduling or difficult internal or external callers or visitors.
• Providing assistance during project planning and implementation.
• Lead by example to instill a culture of engagement, accountability, professionalism, and innovation.
• Office Coordination
• Record minutes of meetings, check documents for accuracy and completeness, develop meeting agendas, correspondence, etc.
• Organizes files, correspondence and other records. May include devising and improving filing and record-keeping systems and compiling a wide variety of standard and/or special reports.
• Assist in preparation of budget and monitors monthly budget variances.
• Compile management data and submit access requests for department colleagues.
• May also include complex and non-routine assignments requiring independent problem-solving, deviation from standard procedures, and creativity.
• Answer telephone in a professional manner, direct calls, take accurate messages.
• Safeguard highly confidential information from unauthorized disclosure.
• Receive sorts and distributes incoming mail, facsimile, etc. in a timely manner.
• Schedule appointments; arrange travel schedule and reservations for department colleagues as needed.
• Coordinating meetings, internally and externally; scheduling conference rooms, setting up, arranging for technology needs etc.
• Assist managers in the administration and coordination of day to day operational projects.
• Maintain inventory of supplies regularly to assure availability of needed supplies. Prepare supply and purchase requisitions as needed. Handle invoices and cost allocation assignments.
• Coordinate and schedule equipment repair and maintenance as needed. Liaison for building management including custodial staff to ensure proper cleanliness and sanitation of the premises.
• Perform all other miscellaneous responsibilities and duties as assigned or directed.