Administrative Coordinator

Administrative Coordinator

Freedman HealthCare LLC (FHC) is a growing Massachusetts-based consulting firm with a national footprint. We have helped more than 30 states build and use healthcare data to improve care quality, affordability, and equity. We aim to be the partner of choice for policymakers and changemakers who use data to transform healthcare and promote health, wellbeing, and justice. Freedman HealthCare is an entrepreneurial, fast-paced, and growing consultancy with a culture of teamwork, open communication, and meeting exacting standards.

Job Summary:

The Administrative Coordinator position calls for flexibility, independent judgment,

creativity, excellent organizational, communication and interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management, staff, and clients.

Duties/Responsibilities:

Onsite Meetings/Conferences

• Independently reviews and negotiates menus, facility and hotel contracts, room blocks, AV and other event logistics for FHC’s three annual onsites, escalating key decisions to the Cross-Team Project Manager
• Anticipates event and administrative needs, troubleshoots issues, and resolves them proactively with minimal oversight
• Builds and maintains Excel trackers, budgets, and registration or attendance reports for events and administrative projects
• Coordinates with staff to manage conference registrations and assist in travel arrangements

Communications

• Source and compile engaging content for social media platforms and APCD Journal (company site) in coordination with senior staff
• Prompt and coordinate FHC HealthFlash (quarterly company newsletter)
• Format and maintain company resumes for staff
• Assist in webinar planning
• Create and distribute the company holiday card to clients and staff
• Facilitate end-of-year charitable donations in conjunction with the Executive Team
• Manage staff holiday gift selection by distributing employee surveys and overseeing distribution

Administrative Tasks and General Support

• Support IT in onboarding new employees, as requested
• Responds to and resolves administrative inquiries and questions
• Coordinate new hire sweatshirt orders by collecting staff sizes, placing orders, verifying accuracy, and managing delivery logistics
• Maintain clear and accurate records and prepare written summaries of data when needed
• Assist staff with company-wide account logins and passwords
• Provides project assistance to FHC staff, as needed

Required Skills/Abilities:

• Excellent oral and written communication skills
• Strong creative skills and ability to create compelling social media and other marketing materials and campaigns
• Proficient in Microsoft Office Suite, including Word, Powerpoint and Excel, including formulas, pivot tables, and building clear budgets and trackers
• Excellent organizational skills and attention to detail
• Understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently
• Sound business judgement and the maturity to own administrative projects, make judgements independently, and follow through without close supervision
• Strong problem-solving skills and the ability to research options and troubleshoot on their own
• Confident and polished communicator comfortable corresponding with vendors, venues, speakers, and senior staff

Education and Experience:

• Associates degree required; Bachelor’s degree is preferred
• One year maintaining organization social media sites across multiple platforms and channels
• Experience using social media management tools such Constant Contact
• One or more years coordinating in-person events
• Demonstrated experience using Excel to build budgets, trackers, or reports

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Required attendance at three 2-4 day onsite corporate events yearly

Note:

• The job description provided above is a general outline and may be subject to modifications based on specific organizational requirements.

Freedman HealthCare, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We strongly encourage applications and inquiries from women, LGBTQIA+ identified persons, Black, Indigenous, People of Color, people with disabilities, and others from historically underrepresented communities. We believe that embracing diversity in our workplace is essential to achieving the best results for our clients and as an organization.