About Company
Lifespan is Rhode Island’s largest health system and an integrated academic health system affiliated with The Warren Alpert Medical School of Brown University. We are comprised of Rhode Island Hospital, The Miriam Hospital, Hasbro Children’s Hospital, Bradley Hospital, and Newport Hospital, along with numerous outpatient centers and clinics across the state. Our mission is to deliver health with care. As a leading employer in the region, Lifespan is committed to fostering a diverse and inclusive environment where every employee feels valued and empowered to contribute to our patient-centered care and cutting-edge research. Joining Lifespan means becoming part of a team dedicated to making a tangible difference in the lives of our community members, supported by opportunities for professional growth, continuous learning, and a comprehensive benefits package.
Job Description
Are you a highly organized, proactive, and detail-oriented professional with a passion for supporting vital operations? Lifespan is actively seeking a dedicated Administrative Coordinator to join our dynamic team in Providence, Rhode Island. In this essential role, you will be the backbone of our administrative functions, ensuring smooth day-to-day operations and providing crucial support to our leadership and various departments. This is a fantastic opportunity for someone who thrives in a fast-paced environment and possesses exceptional communication and problem-solving skills. You will be instrumental in managing schedules, coordinating meetings, preparing reports, and facilitating effective communication across different levels of our organization. We are looking for an individual who can anticipate needs, manage multiple priorities with grace, and maintain a high level of professionalism and confidentiality. If you are eager to contribute your administrative expertise to a leading healthcare system and play a key role in our mission to deliver health with care, we encourage you to apply. This position offers a chance to grow your skills within a supportive and collaborative environment while making a real impact on our operational efficiency and ultimately, patient outcomes.
Key Responsibilities
- Manage complex calendars and schedule appointments, meetings, and conferences for multiple stakeholders, ensuring optimal time management.
- Prepare and distribute agendas, minutes, and relevant materials for meetings, and follow up on action items to ensure timely completion.
- Organize and coordinate travel arrangements, including itineraries, accommodation, and transportation, for staff and visitors.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail, directing inquiries to the appropriate personnel.
- Maintain organized filing systems (both physical and digital), ensuring easy retrieval of documents and adherence to record-keeping policies.
- Assist with the preparation of presentations, reports, and other documents using various software applications.
- Process invoices, expense reports, and other financial documents, ensuring accuracy and compliance with company policies.
- Order and maintain office supplies, manage inventory, and coordinate with vendors for office equipment maintenance.
Required Skills
- Minimum of 2 years of experience in an administrative support role, preferably in a healthcare or corporate setting.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with general office software.
- Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
- Strong verbal and written communication skills, with a professional and courteous demeanor.
- Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
- Proactive problem-solver with strong attention to detail and accuracy.
Preferred Qualifications
- Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field.
- Experience with electronic health record (EHR) systems or other industry-specific software.
- Familiarity with project management principles and tools.
- Ability to adapt to changing priorities and work effectively in a dynamic environment.
Perks & Benefits
- Comprehensive health, dental, and vision insurance plans.
- Generous paid time off, including vacation, sick leave, and holidays.
- 401(k) retirement plan with company matching contributions.
- Life insurance and disability coverage.
- Tuition reimbursement and professional development opportunities.
- Employee wellness programs and discounts.
- Opportunity to work in a leading academic healthcare system.
- Collaborative and supportive work environment.
How to Apply
Interested candidates are invited to submit their application through our official careers portal. Please click on the application link below to provide your resume and cover letter, detailing your experience and why you are a great fit for this role at Lifespan. We look forward to reviewing your qualifications.