Administrative Coordinator

About the Role

EyeCare Partners is the nation’s leading provider of clinically integrated eye care.

Administrative Operations Coordinator

Pay: $20-24 DOE

This position is responsible for supporting all administrative processes, including support for the managers and providers within our practice. The Operations Coordinator offers direct support to the management team to ensure that the practice operates seamlessly in caring for patients while supporting our team.

Key Responsibilities

• Primary Functions

• Support day-to-day operations of the practice, working alongside the practice administrator and management team in a collaborative manner to focus on the needs of the practice and the team.

• Admin Support

• Assisting with practice documentation and correspondence, prioritizing and organizing high-level tasks, creating/maintaining spreadsheets, reports and surveys.

• Tracking project assignments via spreadsheets, coordinating with vendors, and offering direct communication and support to managers.

• Research, prep, prioritize and follow up on projects, including compiling materials, drafting spreadsheets and presentations for various meetings and events, which may be confidential.

• Manage an extremely active calendar of meetings and events; plan, coordinate and ensure the schedule is in line with practice and team goals, including participation in the annual Community Events & Team Events Calendar planning, prep and execution.

• Field vendor inquiries, coordinating related meetings and assignments, tracking tasks and facilitating processes to ensure deadlines are met, and ordering/maintaining inventory for administrative supplies.

• Community and Team Relations

• Work closely with our Community Relations Team, supporting their role, including direct support for referring providers and their practices, participating in on-site visits as needed.

• Attendance and participation in community relations events to support referring providers (some events may be outside of normal business hours, up to 5 times a year).

• COPE Course Submission, including direct support in editing, formatting, and combining provider PowerPoint presentations for educational events.

• Plan, collaborate, and coordinate team events and activities, including research, comparison & alignment with prior year’s planning for budget, timeline, activities, etc.

• Provide ongoing day-to-day team support in coordination with the management team, requiring a patient, warm, and welcoming approach to all team members and providers.

• Support management with new hires, coordinating interviews, leading the onboarding and orientation process for new team members, including prep and follow-through.

• Other duties and special projects as needed or assigned.

Requirements & Tech Stack

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, and Power Point)
• Proficient in Adobe Creative Cloud Suite & Website Updates for the practice
• Strong time management and organizational skills that reflect an ability to perform and prioritize multiple tasks with attention to detail and accuracy.
• Very strong interpersonal skills and an ability to build relationships with providers, team members, patients, and local vendors, while offering a professional, warm, and thoughtful approach.
• Highly resourceful team-player, working collaboratively with management & our community relations team, demonstrating the ability to work under pressure and meet deadlines in a fast-paced environment, handling a wide variety of tasks and confidential matters with discretion.
• Demonstrate an elevated level of team support, including developing and executing team training materials and hosting training sessions for staff.

Perks

• Full Benefits Package - Medical, Vision, Dental and Life Insurance
• 401k + Employer Matching
• Paid Time Off and Paid Holidays
• Paid Maternity Leave
• Optical Education Reimbursement
• Competitive Base Pay

Physical Requirements

• The employee is regularly required to facilitate oral and written communications and participate in ongoing interactions, including visual observations, verbal feedback, and written correspondence.
• The employee is occasionally required to stoop, kneel, crouch, or crawl.
• The employee must frequently lift and/or move up to 10 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.