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The Administrative Coordinator provides comprehensive administrative and operational support to EMS Operations, Care Flight, and Communications departmental leadership. This position plays a critical role in efficiently coordinating administrative functions, leadership support, communication processes, and departmental projects within a dynamic, fast-paced emergency medical services environment.
The Administrative Coordinator exercises sound judgment, professionalism, discretion, and confidentiality while managing multiple priorities and supporting organizational objectives. Responsibilities include, but are not limited to, the following:
- Provide proactive administrative support to the leadership team, including calendar management, meeting coordination, travel arrangements, correspondence, document preparation, and records management.
- Coordinate departmental activities and track operational initiatives, action items, and projects to support timely completion and organizational accountability.
- Assist with the administration, maintenance, distribution, and document control of operational policies, procedures, manuals, and related records.
- Foster positive relationships and maintain a highly professional presence when interacting with internal and external stakeholders.
- Deliver exceptional customer service by responding to inquiries, providing accurate information, and directing requests to appropriate resources.
- Maintain strict confidentiality and exercise discretion when handling sensitive personnel, operational, financial, and organizational information.
- Coordinate meetings and events, including preparation of agendas, presentations, reports, meeting materials, minutes, and follow-up documentation.
- Facilitate clear and effective communication through professional verbal, written, and electronic correspondence.
- Independently prioritize workload, manage competing demands, and adapt to changing operational needs in a fast-paced environment.
- Coordinate procurement activities, including purchasing, inventory management, and distribution of office supplies and operational resources.
- Coordinate travel arrangements and logistical support for leadership. Assist with the preparation of reports, data collection, presentations, and administrative analyses to support operational and strategic decision-making.
- Support special projects, accreditation activities, audits, inspections, and organizational initiatives as assigned.
- Contribute to a positive team environment by building strong working relationships, communicating effectively, and supporting colleagues to achieve departmental goals.
- Perform other duties and responsibilities as assigned.
Qualifications/ Experience Requirements
- High School Diploma or equivalent education required
- Some post high school education plus
- A minimum of three (3) years prior clerical and administrative experience required
- Must be highly customer service-oriented
- Must be professional, discrete and confidential
- Must have excellent written and verbal communication skills
- Must be detail-oriented and organized
- Must have excellent time management and process skills
- Must be proficient with various computer programs (Microsoft suite including Outlook, Excel, Word and PowerPoint)
- Must have the ability to interact with a dynamic management team in program development, problem resolution, and strategic planning.
Monday - Friday (8 am - 5 pm)
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