Administrative Coordinator - Engineering

Inova Mount Vernon - Engineering - is looking for a dedicated Administrative Coordinator to join our Design and Construction team. This role will be Full-Time, Monday-Friday, 7:30 a.m. - 4:00 p.m.

Inova is consistently ranked a national healthcare leader in safety, quality and patient experience. We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation.

Featured Benefits:

• Committed to Team Member Health: offering medical, dental and vision coverage, and a robust team member wellness program.
• Retirement: Inova matches the first 5% of eligible contributions - starting on your first day.
• Tuition and Student Loan Assistance: offering up to $5,250 per year in education assistance and up to $10,000 for student loans.
• Mental Health Support: offering all Inova team members, their spouses/partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost.
• Work/Life Balance: offering paid time off, paid parental leave

Administrative Coordinator Job Responsibilities:

The Administrative Coordinator coordinates and performs a wide variety of administrative activities to support department functions. Provides secretarial support to directors and managers to facilitate completion of department work.

• Schedules and coordinates arrangements for meetings and special events including facilities, catering and logistics; Makes travel arrangements as needed.

• Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports; Prepares and distributes monthly budget reports; Assists in preparation of annual budget proposals.

• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information; Responsible for petty cash fund.

• Maintains confidential employee records for department staff, processes time sheets, tracks PTO and serves as a liaison with payroll and Human Resources.

• Revises and drafts processes and procedures as needed to support efficient and effective department operations; Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point).

• Ensures maintenance of hard copy and computer files; Builds and maintains databases using Access, Excel, and specialized database applications.

• Coordinates schedules of support staff to provide backup for department (meetings, education and PTO); Orients new employees and provides training in department policies and procedures

• Receives and processes invoices that are submitted for payment

• Provides vendors final approved and signed copies of contracts, proposals and/or purchase orders.
• Reconciles equipment receiving reports from storage vendors to ensure equipment is received prior to processing invoices.
• Orders, receives, and stores all office supplies.
• Ensures that all office areas are fully stocked and operational.
• Provides backup assistance to other office duties as needed.
• Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports; Prepares and distributes monthly budget reports; Assists in preparation of annual budget proposals.
• Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information
• Revises and drafts processes and procedures needed to support efficient and effective department operations; Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point).
• May perform additional duties as assigned.

Minimum Qualifications:

• Education: High School diploma or equivalent
• Experience: 1 year of relevant office or healthcare experience

Preferred Qualifications:

• Knowledge and/or experience with Project Management Control System (PMCS) software
• Experience with Epic
• Knowledge of financial principles and construction processes/operations
• eBuilder experience
• Accounting knowledge