Information Technology Administrative Coordinator

POSITION SUMMARY: Under the general supervision of the IT Director the Information Technology (IT) Administrative Coordinator will provide essential administrative support to the IT team. The responsibilities include a range of administrative tasks, including coordinating IT projects, ensuring the integrity of data systems, and maintaining efficient workflows. Key duties include analyzing processes, implementing, and reviewing cost saving measures, and developing reporting procedures. The IT Administrative Coordinator must have strong problem solving, analytical, and communication skills.

Essential Functions

• Coordinate and plans meetings, schedules and organizes meetings, including sending invites, booking conference rooms, and setting up necessary equipment or presentations. They also handle document preparation, data entry, and communication management.
• Responsible for maintaining and updating content on both the company’s intranet and external website. This includes ensuring that information is accurate, relevant, and accessible to employees.
• Handles the entry of purchase orders and manages the receiving process. This involves tracking orders, verifying deliveries, reviewing software licensing, and maintaining accurate records.
• Assists in coordinating various IT projects. This includes collaborating with tech team members and other involved staff, tracking project milestones, and ensuring timely completion of tasks. Receive and assist staff who are calling into the IT Help Desk with project questions.
• Works with IT director in the creation and maintenance of policies, procedures, and “How-To” documentation. They help ensure that all relevant processes are documented accurately.
• Assist in maintaining documentation included but not limited to disaster recovery plan and breach response plan. This ensures that the organization can respond effectively in case of emergencies.
• Managing an emergency communication database of contact information for employees, stakeholders, and relevant authorities to facilitate communication during emergencies.
• Is involved with planning, direction, implementation and troubleshooting of projects and meeting the goals and deadlines.
• The IT Administrative Coordinator must assess, deal effectively, and work cooperatively with complex interrelationships between clinical and administrative, non-technical and technical personnel, the accessibility and privacy of information, and routine workload vs. new project implementation priorities.
• Assists IT Department Director with Vendor Management Collaborate with external vendors for hardware, software, and service procurement. Collects, prepares for evaluation vendor proposals, negotiations of contracts, and assists in vendor relationships.
  
  

Education And Experience

• Two (2) or more years’ experience in project management and administrative support.
• Experience serving as an effective member of organizational teams and in coordinating hardware and software implementation projects.
• Extensive knowledge of software, hardware, and networks.
• Knowledge of Health Insurance Portability and Accountability Act (HIPAA), current healthcare industry Privacy Act and security requirements.
• Excellent communication and collaboration abilities.
  
  

Qualifications

• Ability to work independently and part of a team to plan, coordinate and implement projects and maintain detailed records of these activities and projects.
• Ability to speak and present to groups.
• Ability to develop procedures and training materials.
• Skilled in problem solving, interpersonal relationships in the workplace and conflict resolution.
• Excellent verbal and written communication skills.
• Ability to effectively lead and motivate other leaders and staff within the organization.
• Ability to work and communicate effectively with a wide variety of people and positions.
• Ability to exercise independent judgment and prioritize several projects and objectives.
• Ability to analyze and resolve complex issues.
• Valid, unrestricted California Driver’s License (must be insurable).
  
  

Special Qualifications

All employees must be sensitive to the needs of the Native American community, demonstrate a deep understanding and respect for the diverse cultural heritage, traditions, and historical context of the Native American community.