Administrative Operations Coordinator

Capital Health is the region's leader in providing progressive, quality patient care with significant investments in our exceptional physicians, nurses and staff, as well as advanced technology. Capital Health is a five-time Magnet-Recognized health system for nursing excellence and is comprised of 2 hospitals. Capital Health Medical Group is made up of more than 250 physicians and other providers who offer primary and specialty care, as well as hospital-based services, to patients throughout the region.

Capital Health recognizes that attracting the best talent is key to our strategy and success as an organization. As a result, we aim for flexibility in structuring competitive compensation offers to ensure we can attract the best candidates.

The listed pay range or pay rate reflects compensation for a full-time equivalent (1.0 FTE) position. Actual compensation may differ depending on assigned hours and position status (e.g., part-time).

Pay Range:

Scheduled Weekly Hours:

Position Overview

SUMMARY (BASIC PURPOSE OF THE JOB)

MINIMUM REQUIREMENTS

Education:High school diploma or GED. Business school degree or Associate's degree preferred.

Experience:Five years of progressively responsible administrative or operational support experience. Experience supporting senior leaders or executives strongly preferred. Project coordination or operations experience preferred.

Other Credentials:

Knowledge and Skills:Strong organizational, time-management, and prioritization skills. Excellent written and verbal communication abilities. High level of professionalism, confidentiality, and sound judgment. Ability to independently analyze problems, develop solutions, and make recommendations. Strong interpersonal skills and ability to build relationships across all levels.

Special Training:Intermediate knowledge in Microsoft Office including Word, Excel, Outlook, and Power Point required.

Mental, Behavioral and Emotional Abilities:Excellent organizational skills. Meets deadlines. Excellent understanding of English language and has the ability to edit documents and proofread memoranda. Possesses ability to develop rapport with other organization functions and departments.

ESSENTIAL FUNCTIONS

• Supports select members of the executive team with scheduling, communication, logistics, and administrative planning.
• Manages executive calendars, prioritize requests, and ensure alignment with strategic priorities. Makes travel arrangements as needed.
• Prepares high-quality presentations, communications, briefing documents, and reports for executive use.
• Partners closely with the Assistant to the CEO to facilitate operational flow within the Executive Office.
• Coordinates operational activities, workflows, and recurring executive routines. Develops and maintains documentation, workflows, standard operating procedures, and process maps. Identifies opportunities to streamline executive processes and propose improvements.
• May assist with monitoring department budgets, expenses, and operational metrics.
• Coordinates and tracks small to medium-sized projects or components of larger executive initiatives. Monitors project timelines, deliverables, and action items; follow up to ensure completion.
• Conducts research, compiles data, and drafts recommendations to support executive decision-making. Prepares dashboards and summaries related to ongoing operational activities.
• Acts as a liaison between executives, internal departments, and external partners. Manages communication flow, ensuring timely responses and escalation when appropriate. Drafts, edits, and reviews executive correspondence, announcements, and internal communications.
• may assist with planning and coordinating executive meetings, off-sites, retreats, and leadership events. Supports logistics including technology setup, catering, vendor coordination, and space planning.
• Prepares agendas, gather pre-read materials, and document meeting minutes and follow-up actions.
• Serves as a resource for administrative processes, office tools, and best practices. Provides guidance or support to other administrative staff as needed. Maintains executive files, digital records, and organizational systems. Supports onboarding and orientation activities related to executive functions.
• If supporting Legal department, updates employee files and all organizational changes to ensure accuracy in records. Assigns user access and maintains security on department access groups. Prepares and generates reports as required. Helps in coordination and onboarding of all departments users.
• If supporting Legal department, provides general support to attorneys and staff. Maintains intranet and document management storage and destruction function for Legal and Risk departments. Assists in the onboarding process for new hires and HR management as needed. Oversees payroll timekeeping for Risk and Legal departments. Creates and organizes on-call schedules for department.
• If supporting Legal department, serves as system administrator for organization-wide contract management system. Participates in strategic planning process with management to identify and accomplish short and long term organizational goals.
• Performs other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Frequent physical demands include: Sitting

Occasional physical demands include: Standing , Walking , Climbing (e.g., stairs or ladders) , Carry objects , Push/Pull , Twisting , Bending , Reaching forward , Reaching overhead , Squat/kneel/crawl , Wrist position deviation , Pinching/fine motor activities , Keyboard use/repetitive motion

Continuous physical demands include:

Lifting Floor to Waist 15 lbs. Lifting Waist Level and Above 10 lbs.

Sensory Requirements include: Accurate Near Vision, Accurate Far Vision, Accurate Color Discrimination, Accurate Depth Perception, Accurate Hearing

Anticipated Occupational Exposure Risks Include the following: Bloodborne Pathogens , Chemical , Airborne Communicable Disease , Extreme Temperatures , Radiation , Uneven Surfaces or Elevations , Extreme Noise Levels , Dust/Particulate Matter , Other (List)

This position is eligible for the following benefits:

• Medical Plan

• Prescription drug coverage & In-House Employee Pharmacy

• Dental Plan

• Vision Plan

• Flexible Spending Account (FSA)

- Healthcare FSA

- Dependent Care FSA

• Retirement Savings and Investment Plan

• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance

• Supplemental Group Term Life & Accidental Death & Dismemberment Insurance

• Disability Benefits – Long Term Disability (LTD)

• Disability Benefits – Short Term Disability (STD)

• Employee Assistance Program

• Commuter Transit

• Commuter Parking

• Supplemental Life Insurance

- Voluntary Life Spouse

- Voluntary Life Employee

- Voluntary Life Child

• Voluntary Legal Services

• Voluntary Accident, Critical Illness and Hospital Indemnity Insurance

• Voluntary Identity Theft Insurance

• Voluntary Pet Insurance

• Paid Time-Off Program

The pay range listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining base salary and/or rate, several factors may be considered including, but not limited to location, years of relevant experience, education, credentials, negotiated contracts, budget, market data, and internal equity. Bonus and/or incentive eligibility are determined by role and level. 

The salary applies specifically to the position being advertised and does not include potential bonuses, incentive compensation, differential pay or other forms of compensation, compensation allowance, or benefits health or welfare. Actual total compensation may vary based on factors such as experience, skills, qualifications, and other relevant criteria.