- Provide administrative and clerical support, including but not limited to the following activities:
- Coordinates, manages and maintains the calendar of department leadership. Ensures that meeting requests are accommodated in priority order. Triages information and alerts to priority meetings and deadlines; to include meeting room reservations
- Maintain staff work/leave/tasks schedules and internal time reporting worksheets
- Process print requests, work order requests, vendor invoices and other internal requisitions
- Coordinate staff training (webinars, conference calls or seminars) and make the related technical and travel arrangements (staff, member's and vendors); process reimbursement request
- Assist staff administratively in preparing, distributing and presenting reports, presentations and projects, to include use of computer applications (ex. Word, Excel, and Powerpoint)
- Organizes records and maintains file information in soft and/or hard format of all correspondence, program files and binders related to HMSA's contracts and files, to include Access Record Management.
- Compiles stores and retrieves records and files in data management process. Reviews, recommends and implements process improvements in administrative operating practices which include documenting policies and procedures, filing, record-keeping systems, and software file management processes.
- Process incoming and/or outgoing mailings timely and accurately in accordance with department policies and procedures and workflows. Tasks include but are not limited to:
- Generate letters using mail merge and invitee lists
- Create mailing labels and form letters
- Coordinate the mail-out with the HMSA administrative unit to meet delivery target
- Follow up on return mail and address corrections
- Opens mail addressed to department leadership within agreed upon timeframe
- Route/scan/store the documents as appropriate
- Retrieve requested documents for research and audits
- Maintain departmental databases/ logs to track receipt and mail-out
- Act as meeting coordinator for intra-dept. meetings and team meetings with other HMSA departments, partners and vendors: Coordinates logistical needs of meeting accommodations to include room and equipment reservation, ordering and set-up of refreshments, preparing, and distributing meeting agendas and minutes for various standard and ad-hoc meetings as assigned, to include webinar and conference bridge line setup.
- Monitors office supplies needs and orders as required. Arranges for office equipment repairs and maintenance.
Coordinates New Hire Activities for employees, temps and vendor/contractors; to include but not limited access setup, processing of onboarding/new hire forms, and assignment of workstations/equipment; and manages access management requests for department - Works closely with facilities department to arrange for work requests for any space- or facilities-related issues for the department.
- Assists with special events for the department including but not limited to employee recognition events, meetings and community relations events.
- Helps to orient new employees to the department; includes submitting AMU requests and ordering equipment, advising them on the tools and resources available to them with the company. Serves as a key resource in helping new employees navigate the processes and understand how to get things done at HMSA.
- Coordinate stakeholder (external, provider, vendor, internal) collaborative meetings, and other committee/training/advisory meetings hosted by Department Leadership. Duties to include but not limited to:
- Create/send invitation requests and manage RSVP of stakeholders
- Coordinate travel as applicable, meeting rooms onsite and offsite venues, and escort/building accesses
- Arrange for meals, parking, logistics, audio/visual equipment needs, and copying/distribution of meeting materials
- Greeting and intake of stakeholder attendees to include coordinating and checking in attendees
- Manage, distribute, maintain stakeholder meeting minutes
- Assists with special projects, department priorities and other duties to support department operations as assigned.
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HMSA
Mar 27, 2026 