Exec Adm Coord I/II at Excellus Health Plan Inc. in Rochester, New York

Job Description:

Job Description:

Summary:

In close collaboration with assigned management, performs administrative duties to help achieve department, divisional, and organization-wide goals. May perform a variety of duties in support of other divisional staff.

As an Executive Administrative Coordinator reporting to an SVP or EVP within the organization, there is an assumption that the skill level of the Executive Administrative Coordinator increases commensurate with that of the management being supported. The interface with higher levels of management, exposure to confidential information and impact to the company will increase as one supports higher levels of management. Senior levels of Executive Administrative Coordinator may provide oversight and direction to more junior administrative staff within the same organization.

Essential Primary Responsibilities/Accountabilities:

Level I

• Manages all administrative duties for senior levels of management.


• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests. Opens, evaluates, and sorts mail for importance, urgency and distribution.


• Schedules and maintains the assigned senior leadership's calendars of meetings, conferences, and appointments, ensuring that business time is efficiently organized. Provides timely reminders of commitments and ensures senior leader has appropriate meeting materials.


• Prepares correspondence and meeting minutes. Creates, proofs, and edits legal, financial, technical, or other business-related information in a variety of formats (i.e. PowerPoint, slides, executive summaries, memorandums, presentations, spreadsheets, visuals, charts, graphs, etc.). Some analytical and administrative judgement required. Handles all confidential information with discretion.


• Arranges on and off-site meetings, arranges for audio-visual equipment and other resources, prepares and distributes agendas, issues invitations and welcomes attendees, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc., and records and distributes meeting minutes.


• Handles all confidential information with discretion.


• Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction.


• Proactively anticipates complications or issues that would prevent progress on goals or projects and communicates them effectively to management.


• Plans team meeting topics for leadership and schedules accordingly based on timing of critical events for the organization.


• As instructed, prepares travel arrangements and accommodations for senior leadership, divisional personnel and consultants. As necessary, contacts staff on important matters while in travel status.


• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.


• Participates in budget development and tracking throughout the year for their teams.


• Remains knowledgeable of business unit and/or corporate policies.


• Establishes and maintains files and, as assigned, purges obsolete materials and prepares for storage.


• Maintains inventories of supplies and materials and reorders as necessary.


• Maintains confidential personnel files for employees and may approve timecards.


• Provides intermittent administrative support to special groups or committees when requested, to include travel arrangements, scheduling meetings, and coordinating graphic/ WEB needs.


• Regularly receives assignments that involve independent research and the compilation of data for review.


• Prepares special and regular reports that may require selection of data from several sources.


• May coordinate special projects for leadership as necessary.


• Acts as a mentor to other Administrative Assistants.


• Participates and acts as a leader in the Administrative Assistant meetings and activities.


• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct and leading to the Lifetime Way values and beliefs.


• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.


• Regular, reliable attendance is expected and required.


• Performs other functions as assigned by leadership.

Level II (in addition to Level I responsibilities)

• Performs most job tasks independently with decision making authority.


• Provides critical assistance and coordination on highly visible projects and deliverables.


• Conducts inquiries and research on behalf of leadership.


• Prepares reports by collecting and analyzing complex information.


• May prepare first drafts of documents, presentations, reports or spreadsheets for leadership.


• Handles more complex assignments independently.

Minimum Qualifications:

NOTE: We include multiple levels of classification differentiated by demonstrated knowledge, skills, and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others. In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

Level I

• A high school diploma or GED is required, supplemented by additional training in office procedures. AAS degree in Business Administration or Office Technology or Administrative Assistant certification is preferred.


• Seven or more years of Executive Assistant or applicable administrative support experience.


• Advanced verbal, listening and written communications skills. Good analytical and administrative judgement with considerable attention to detail.


• Ability to work independently and as part of a team; may act in a leader capacity.


• Ability to retain composure under pressure and handle confidential information with discretion.


• Excellent organization skills with the ability to plans and prioritizes assignments.


• Ability to develop working relationships with a variety of leadership styles/personalities: peers, leadership, Board of Directors, executives, and staff.


• Experience in mentoring lower level admins preferred.


• Demonstrated proficiency with current Microsoft Office Software products - Intermediate/Advanced level.

Level II (in addition to Level I qualifications):

• Bachelor's degree in Business Administration or related area and 10 or more years of Executive Assistant or applicable administrative support experience.


• Excellent project management skills and attention to detail.


• Exceptional verbal, listening and written communications skills.


• Experience and confidence in leading divisional or organizational initiatives.


• Experience in leading/mentoring a group of lower level admins preferred.

Physical Requirements:

• Some travel may be required for offsite meetings or training.

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The Lifetime Healthcare Companies aims to attract the best talent from diverse socioeconomic, cultural and experiential backgrounds, to diversify our workforce and best reflect the communities we serve.

Our mission is to foster an environment where diversity and inclusion are explicitly recognized as fundamental parts of our organizational culture. We believe that diversity of thought and background drives innovation which enables us to provide leading-edge healthcare insurance and services. With that mission in mind, we recruit the best candidates from all communities, to diversify and strengthen our workforce.

OUR COMPANY CULTURE:

Employees are united by our Lifetime Way Values & Behaviors that include compassion, pride, excellence, innovation and having fun! We aim to be an employer of choice by valuing workforce diversity, innovative thinking, employee development, and by offering competitive compensation and benefits.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Equal Opportunity Employer

Compensation Range(s):

Grade 112 Minimum $49,040.80 - Maximum $78,416

Grade 113 Minimum $55,931.20 - Maximum $89,481.60

The salary range indicated in this posting represents the minimum and maximum of the salary range for this position. Actual salary will vary depending on factors including, but not limited to, budget available, prior experience, knowledge, skill and education as they relate to the position's minimum qualifications, in addition to internal equity. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Please note: There may be opportunity for remote work within all jobs posted by the Excellus Talent Acquisition team. This decision is made on a case-by-case basis.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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