Workplace Operations Coordinator
Workplace Operations Coordinator
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Job Description
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Description
New York eHealth Collaborative: Workplace Operations Coordinator (HR/People Ops Team)
New York eHealth Collaborative (NYeC) is a not-for-profit organization working in partnership with the New York State Department of Health to improve healthcare by collaboratively leading connecting and integrating health information exchange across the State.
Founded in 2006 by healthcare leaders NYeC works to help New York State achieve the Triple Aim of improving the patient experience of care delivering better health outcomes and reducing costs. On behalf of the State NYeC leads the Statewide Health Information Network for New York (SHIN-NY) a network connecting healthcare providers statewide develops policies and standards that support the utilization of health technologies and assists healthcare providers in adopting and effectively using electronic health records.
Position Summary:
We are seeking a Workplace Operations Coordinator on the HR/People Ops team to ensure smooth daily operations of the NYeC workplace. The Workplace Operations Coordinators core responsibilities include office management calendar management meeting coordination employee experience initiatives and participation in special projects. This role reports to the Director People Operations.
This position is full time (Monday Friday 9:00 am 5:00 pm or 8:00 am 4:00 pm). We are open to considering candidates who may be looking for a part-time role (either 3 or 4 days per week) but please note the in-person requirements outlined below do not change.
Expectations of Employees:
- Employees work a hybrid in-office schedule (at either our Manhattan NY or Albany NY office and then remotely). This role is based out of our Albany NY office. Barring specific exemptions team members are expected to work from the office on a regular schedule determined by the COO and on other days specified by their manager (no less than 1 day per week in the office). This schedule is subject to change.
- In-person presence is a critical aspect of this role. While we anticipate the person will be in the office at least 2 days per week (and more as needed) they should be proactive in identifying when in-person presence is necessary or otherwise beneficial. At times in-office attendance will be requested based on team or organizational needs.
- NYeC supports work happening across New York State. From time to time our team members must visit other parts of the state. The most common requirement is for a New York City based team member to travel to Albany and vice versa.
Responsibilities include but are not limited to:
Office Operations Support:
- Serve as primary receptionist for Albany office overseeing visitor management process greeting and escorting visitors and ensuring security procedures are followed.
- Coordinate mail and package distribution to staff members.
- Order and manage inventory of office supplies NYeC swag and snacks.
- Assist the IT team as requested for IT equipment inventory and ordering and general troubleshooting of office equipment and basic technical issues.
- Proactively identify and resolve office needs and operational concerns.
- Contribute to positive workplace culture through friendly and helpful interactions.
Administrative Support:
- Manage and maintain calendars for leadership and other team members (as requested) demonstrating strong time management skills when scheduling and prioritizing commitments.
- Make purchases on behalf of the organization using the teams company credit card; track and reconcile purchases; and assist with budget monitoring and identifying spending trends.
- Organize and coordinate virtual and in-person meetings for internal and external stakeholders; Reserve meeting rooms as needed and ensure that meeting rooms are set up appropriately.
- Prepare meeting agendas take detailed notes and distribute follow-up communications; support following up on action items from meetings.
- Create and prepare materials for committees and work groups including agendas documents and presentations.
- Draft correspondence memos and other business documents as directed.
- Help draft update and maintain team policies and standard operating procedures; Support the rollout of new processes by communicating updates and training staff on implementation.
- Prepare comprehensive travel itineraries and coordinate travel arrangements. Assist the team with expense reimbursement follow-up and processing as requested.
Event Coordination:
- Support the Events & Wellness Committee with logistical coordination for employee engagement activities events celebrations and outings.
- Assist with planning both small and large-group events (virtual and in-person on-site and off-site) including booking travel accommodations event space etc.
Special Projects and Ad-Hoc Assignments:
- Leverage understanding of NYeC organization and processes to assist in the planning and implementation of specialized assignments.
- Actively seek out opportunities to improve business processes and procedures.
- Assist with onboarding and offboarding tasks for new employees.
- Support the Director People Operations which may include organizational HR or administrative focused tasks or projects.
- Other duties as assigned.
Experience and Skills Required:
- 2-3 years of administrative support experience; 1-2 years of office administration or reception experience.
- Experience supporting executives or senior-level management preferred.
- Experience with the following required:
- Calendar management systems (Outlook).
- Microsoft Office Suite (Word Excel PowerPoint Outlook)
- Adobe Acrobat for PDF creation editing and document management.
- Video conferencing platforms (Teams Zoom etc.)
- Basic knowledge of office equipment and troubleshooting (printers scanners meeting rooms etc.).
- Ability to learn new software and systems quickly.
- A proactive and adaptable mindset with a no job too big or small mentality eager to take on diverse responsibilities.
- Excellent written and verbal communication abilities; strong attention to detail and accuracy.
- Professional etiquette and excellent customer service skills.
- Discretion in handling confidential and sensitive information.
- Team player who also works well independently.
We consider a wide range of factors when determining compensation which may cause compensation to vary depending on your skills experience qualifications and home office location (Manhattan NY vs. Albany NY). The annual base salary range for this role for an Albany based candidate is $62000 to $70000 (full-time). The salary offer will not be based on a candidates salary history at other jobs and by law NYeC will not seek information about salary history and candidates should not share such information with NYeC. All compensation questions and comments should be directed to the HR Department representative during your application interview and hiring process.
NYeC is an Equal Opportunity Employer. We are dedicated to building a diverse inclusive and authentic workplace so if you are excited about this role but your past experience doesnt align perfectly with everything listed in the job description we encourage you to apply anyways. You may be just the right candidate for this or other roles.
Required Experience:
IC
Employment Type
Unclear
