Administrative Coordinator

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.

This position will support two Physician Chairs and willl be located in Tacoma or the HRB office in Seattle.

Franciscan Medical Group, part of Virginia Mason Franciscan Health, is currently seeking a full-time Administrative Coordinator for the Franciscan Administration team in Tacoma, WA. Fast-paced work environment with a variety of projects. Must be able to work independently as well as collaboratively in a team. Come join this dynamic team!

Job Summary:

Provides highly responsible administrative and secretarial services to relieve an executive of day-to-day administrative details so that he/she can concentrate on the significant aspects of his/her own position. Work involves applying knowledge of the executive’s work objectives and viewpoints and representing the executive within delegated scope of authority. Ensures optimal time management for executive through oversight of schedule and calendar, travel arrangements, meeting support, and answering/prioritizing communications/correspondence. Although responsible for providing significant assistance to a key executive, this position does not have independent executive authority.

The FMG executive supported is FMG Chief Operating Officer. Incumbents are exposed to sensitive information involving not just a particular department, but the entire organization. Assignments vary considerably as to volume of work, specific duties performed and overall scope of responsibility, depending on the delegation style of the manager.

The position requires considerable knowledge of company organization, policies and practices in making routine administrative decisions and in the approach to take to handle non-routine situations. An incumbent may function in a “lead” role with regard to ongoing work or special project- or team-oriented assignments. An incumbent may be responsible for office coordination and/or oversight of lower level administrative/clerical employees. Work involves the development of moderately complex PC databases, spreadsheets, presentation or graphic materials.

Essential Duties:

Provides secretarial support to executive, including complex scheduling and calendaring support, travel arrangements, expense reports, budget support, answering and prioritizing communications/ correspondence, and other secretarial tasks that support efficient organization of the executive’s time.

• May coordinate budget preparation and consolidation activities for executive; monitors and maintains accurate account of budget and department sub-accounts.
• Interacts with both internal and external customers on executive’s behalf.

Provides meeting and special event support for executive and department, including scheduling, invitations, creating agendas, preparing materials (such as presentations and reports), arranging catering/floral, setting up A/V, and taking/preparing/distributing minutes.

Acts as a liaison between executive and staff, communicating assignments, tracking project status, getting updates, answering questions within scope of responsibility, and ensuring optimal and efficient communication flow throughout department.

Researches, drafts, edits and presents a variety of documents, reports, data and other metrics.

• May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.

Provides office management for department and may provide oversight/direction to lower-level administrative staff.

Other: Performs related duties as required.

Education/Work Experience:

Five or more years of progressively responsible related office or secretarial work experience that demonstrates attainment of the requisite job knowledge skills/abilities. Experience in a healthcare environment is preferred.

Licensure/Certifications:

None.