Administrative Coordinator

Administrative Coordinator

This is a hybrid role, with 3 in-office days required each week: Tuesday, Wednesday, Thursday

JOIN OUR TEAM!

Onpoint Health Data is a dynamic, fast-growing, nonprofit company located in Portland, Maine, committed to delivering independent, reliable, and insightful data solutions to clients nationwide. If you are a motivated self-starter looking for the opportunity to work with emerging technologies and a collaborative, energetic team, Onpoint would be a perfect fit. We offer a very competitive benefits package and a great office space conveniently located in Portland’s historic Old Port District.

OVERVIEW

Onpoint Health Data is seeking a detail-oriented and organized Administrative Coordinator to join our team. This position plays a key role in providing administrative support to Onpoint’s President/CEO in addition to keeping our team and clients supported with a high-level of coordination, strong communication, and consistent follow-through.

RESPONSIBILITIES

• Provides administrative support to President/CEO, including scheduling meetings, overseeing calendar, covering calls, coordinating travel, registration and coordination of conference attendance, tracking and reconciliation of business expenses, and planning and preparation for meetings and functions
• Ensures the day-today operations of our office run smoothly and efficiently.
• Projects a high degree of professionalism in interactions with Onpoint’s staff, board, clients, and other partners
• Organizes on-site and off-site meetings, including reserving conference rooms or facilities, scheduling and providing teleconferencing information, tracking attendance, picking up/setting up food/beverages, setting up computer and audio/visual equipment, projecting presentations, etc.
• Performs financial management support, including recording cash receivables and maintaining spreadsheets, processing reimbursable expenses, and assisting staff with the purchase of work-related items
• Facility-related responsibilities include maintaining expertise in office equipment (copier, other), coordinating parking access to garage, ensuring adequate supplies and ordering/reordering as necessary, coordinating office maintenance needs, keeping common areas well organized and presentable (and providing instructions to others as needed)
• Maintains and organizes companywide documents, ensuring consistent file naming and saving conventions are followed, preparing and assembling reports or proposals, serving as a resource on MS Office, and assisting with PowerPoint presentations.
• Provides Human Resources and Accounting support as needed
• Understands the value that Onpoint places on maintaining the confidentiality and integrity of its corporate and customer data and meeting its applicable privacy and security compliance requirements.
• Ensures that Onpoint and customer data subject to privacy and security protections is accessed, handled, processed, transmitted, disclosed, and stored according to operational and IT policies and procedures.
• Immediately reports any suspected or actual violation of privacy and security policies or unauthorized access or disclosure of Onpoint or customer data.
• Understands that compliance with all privacy and security policies, laws, and regulations is part of each employee's annual performance evaluation.
• Performs other duties as requested such as picking up food or supplies, mailing materials, running errands as needed, etc.

QUALIFICATIONS

• Bachelor’s degree preferred
• Strong communication skills, including excellent writing and grammar skills 
• Excellent organizational skills
• 1-2 years’ experience in an administrative support position preferred
• Proficiency in MS Office (Outlook, Teams, Word, Excel, and PowerPoint)
• Ability to prioritize and work in fast-paced environment

Onpoint Health Data is an equal opportunity employer and prohibits discrimination and harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity, and/or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.