Administrative Services Coordinator - Conference Room Support

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Job description

Do you want to work at one of the Top 100 Hospitals in the nation? We are guided by our values of Love and Excellence and are passionate about delivering health, not just health care. Come join us at ChristianaCare!

Christiana Care is looking for a full-time Administrative Services Coordinator to assist with the daily operations, workflow, data analysis, and assist with DOT compliance regulations for drivers in the Transportation department. They will play a lead role with collecting, analyzing, interpreting data, and assisting with team projects. They will also assist with Conference Support needs as needed.

ChristianaCare is a nonprofit health system with a mission of service. We believe that the key to providing truly excellent health care is to partner with our patients and their families, building a system of care that is effective, affordable, and valuable to everyone who is touched by it.

Benefits of working at ChristianaCare

• Generous PTO, Competitive Pay & Robust Benefits Package.
• 403B company match and Tuition Reimbursement
• 12 weeks Paid Parental Leave (after 1 year of employment)

Principal Duties and Responsibilities:

Responsible for inputting data for all unit schedules, shuttle buses in excel daily.

Assists with managing and updating the Master Driver list for all drivers in the organization.

Responsible for ordering office and cleaning supplies, uniforms, and other items as needed.

Assists with preparing invoices and updating PO's.

Helps analyze monthly CNG, and diesel fuel numbers in an excel spreadsheet and submits to Purchasing for payment

Provides guidance/assistants in the day-to-day aspects of Transportation and willing to assist with deliveries when short staffed.

Responsible for announcements, huddle board updates, and recognition of employees.

Maintain drivers' files for DOT compliance through the Clearing House and Sterling websites.

Provides first level customer service to all employees, guests, Resource Scheduler users, etc. across the organization.

Develops, monitor, and implements projects crafted to improve group efficiency, communication, and patient satisfaction

Responsible for maintaining the Transportation Teams Page

Assists with hiring, interviewing, and new employee onboarding. Ensure all new employees complete Onboarding through Workday, and all apps are installed on personal/work devices.

Tracks yearly vehicle inspections on all ChristianaCare vehicles. Assists the director of Transportation with getting vehicles inspected at DMV and submit to purchasing in a timely manner to avoid late fees.

Assists with coordinating and scheduling of all Conference Support rooms within the John H. Ammon Center and Newark Campus.

Assist with coordination of scheduling at Satellite sites, and Wilmington Campus.

Responsible for Resource Scheduler approvals when Supervisor is on PTO.

Accountable for tracking all donated room usage by external organizations and support groups. Responsible for entering detailed room usage data in the CIBISA website monthly.

Assists with the responsibility for the upkeep and rounding of 60+ conference rooms (maintenance requests, repairs, furniture upkeep and new furniture purchases, etc.) with assistance of Conference Support Staff.

Performs other related duties as required.

Hours: Day Shift

Education and experience requirements:

• Associate's degree in business, Public Relations or Hotel/Hospital management or related field preferred
• Three years of administrative planning/coordination experience required.

Knowledge, Skill, and Ability Requirements:

• Knowledge of departmental and Christiana Care policies, procedures, and operations.
• Knowledge of principles and processes for providing customer service.
• Knowledge of Hospitality management and operations.
• Knowledge of operations of computers, office, and calendaring software.
• Ability to maintain composure in fast paced environment.
• Ability to work independently within established guidelines.
• Coordinate, multi task and meet tight deadlines.
• Maintain confidential information and materials.
• Ability to use tact, judgment, and diplomacy.
• Ability to interact well with all levels of management and staff.
• Skill in analytics to formulate and follow budgets.
• Skill in use of personal computer.
• Skill maintaining accurate filing systems.
• Skill in verbal and written communications.

About ChristianaCare

ChristianaCare was recognized as one of "America's 100 Best Hospitals" by Healthgrades, selected as one of the Most Wired Hospitals in the US by the American Hospital Association, and ranked by US News & World Report as the 'Best Hospital' in the Philadelphia region out of more than 90 hospitals. To learn more, click on this link

ChristianaCare Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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