Administrative Lead Coordinator
: Job Details :

Job Type Full-timeDescriptionIowa City Hospice and the VNA are seeking a highly motivated and experienced Administrative Lead Coordinator to join our team. The ideal candidate will have a passion for non-profit work and a strong background in administrative management. This position is responsible for overseeing the day-to-day operations of our front desk and ensuring that all administrative tasks are completed efficiently and effectively. If you are passionate about non-profit work and have a strong background in administrative management, we encourage you to apply for this exciting opportunity. We offer a competitive salary, comprehensive benefits package, and a supportive work environment.

• Free parking
• Co-workers who care and have a true commitment to our mission and the people we serve
• Weekday Schedule: M-F 8AM to 5PM
• 8 paid holidays
• 19 days of accrued vacation in your first year (available to use as you accrue!)
• 12 sick days accrued per year (available to use as you accrue!)A solid history and community reputation
• Bi-weekly payroll
• Annual performance bonuses
• Benefit package available the first of the month following initial employment
• Wellmark Medical (multiple plans to choose from) with employer-supplemented contributions to premiums
• Blue Dental plan
• Avesis Vision plan
• Employer-paid long-term disability
• Employer-paid life insurance (additional family life is available)
• Employer-matching 403b retirement account with professional financial advising
• 3 Aflac plans: Short -term disability, cancer, accident
• Medical/child care flex spending accounts
• Voluntary life insurance

General Description: Provide direction and support to front office team and administrative support to executive team. Foster an effective workforce by organizing workspace and activities to complete tasks in a timely, professional manner. Reinforce and model agency culture in everyday interactions with staff through professionalism and respectful communication. Assure compliance with all local, state, and Federal laws and regulations governing agency activities and safety practices. Essential Job Functions (including but not limited to): To be performed satisfactorily with or without reasonable accommodation. The following duties are normal for this position. While this list is intended to be an accurate reflection of the job, it is not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by the employer.

Support and supervise front office duties and Administrative Receptionists. Maintain effective, efficient front office procedures and ensure they are followed. Train incoming staff, cross train existing staff on process changes.Arrange maintenance/repairs as needed.Ensure office supplies are ordered appropriately by administrative staff.Schedule front desk phone coverage, including a backup plan for unexpected absences. Approve vacation/sick leave.Approve time sheets assuring staff fulfill budgeted FTE within department.Assure all duties are cross trained to provide critical backup plans during staffing needs.Communicate effectively with interdepartmental staff and managers to ensure satisfactory completion of shared tasks.Has the ability to complete all front desk duties to effectively participate in covering those positions.

Provide administrative support for executive staff for special projects, such as strategic planning or new initiatives.Managing executive calendars, scheduling meetings, appointments, and travel arrangements.Serve as a point of contact between the Executive Director and staff, board members, and external partners.Organize events, meetings, or retreats as needed, including logistics and communication with attendees.Prepare agendas and materials for meetings.Take notes and follow up on action items.Assist in the preparation of reports, presentations, and proposals.Draft, review, and respond to emails and finalize written correspondence and documentation Maintain organized files and records, both digital and physical.Help track ongoing projects and coordinate with various departments to ensure project timelines are met.

Demonstrate exceptional written and verbal communication standards to advance cooperative working relationships with staff, management, and care partners.

Ensure effective use of resources.

Serve as educational source to staff, Care Partners, and Community.

Ensure implementation of strategic goals

Adhere to the practice of confidentiality regarding patients, families, staff, and the organization.

Participate in agency success by ensuring access to our exceptional care.

Support and promote agency mission to lead by providing exceptional patient centered end-of-life care and grief support to anyone affected by a terminal illness.

Participate in the organization's quality assessment and performance improvement program.

Fosters trust and understanding through thoughtful interactions that include tactful language choices, adaptive communication styles and adjusting speaking voice in all professional interactions with staff, care partners and patient/family members.

Adapts to changing business needs, conditions, and work responsibilities while working with a variety of situations, individuals, groups, and varying patient needs.

Develops and uses effective systems to organize and keep track of information, requests, or progress.

Encourages team unity through sharing information or expertise, working together to solve problems, and putting team success first.

Thoughtfully intervenes in conflicts to improve communication, diffuse tension, and resolve problems. Seeks to find common ground and preserve relationships.

Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.

Maintains an open, approachable manner, and treats others fairly and respectfully. Preserves others' self-confidence and dignity and shows regard for their opinions.

Logically sequences task and identifies the resources needed to achieve a goal and prioritizes key action steps.

Performs other duties, as necessary.

As an equal opportunity employer, we value diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.RequirementsJOB REQUIREMENTS:

• High School Diploma, Administrative degree preferred.
• 2 years of medical office related experience with supervisory experience preferred.
• Demonstrates computer literacy the ability to efficiently learn software applications.
• Attention to detail with accurate completion of work in a timely manner.
• Digitally competent and knows how to use office software, databases, spreadsheets, and virtual communication tools.
• All employees are required to have access to a car, have a current driver's license, or have arranged other transportation that is readily available.
• All offers of employment are conditioned upon the result of a criminal background check conducted by the Iowa Division of Criminal Investigation, as required by law and a negative finding on the Office of Inspector General's Excluded Provider List.
• Handle sensitive information with discretion and maintain confidentiality.

SKILLS/KNOWLEDGE:

• Employee will demonstrate expertise in defined specialty area with ability to communicate effectively in the English language both verbally and in writing.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace).
• Demonstrate organizational skills necessary to manage several projects simultaneously.
• Able to work independently.
• Maintains confidentiality in all matters, including employee information, client information and corporation matters.
• Demonstrates initiative in recognizing unmet needs within the organization and assuring that the organization responds appropriately to them.

As an equal opportunity employer, we value diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.