Administrative Coordinator

JOB SUMMARY:
Hours: Monday-Friday 8:00am-5:00pm

The Administrative Coordinator provides administrative and clerical support for Clin-Path Associates (CPA). This in-office position supports daily operations and assists Pathologists and administrative staff to ensure efficient workflow. The Administrative Coordinator performs a variety of routine tasks, maintains organized records, coordinates meetings and interviews, and contributes to smooth daily operations while upholding a professional and customer-focused environment. This position operates in a professional clinical office setting and requires in-person presence. Office hours are from 8:00am – 5:00pm, Monday -Friday.

ESSENTIAL FUNCTIONS:

• Provide administrative support to Pathologists, managers, and other staff as assigned.
• Schedule interviews, coordinate meetings, and manage meeting logistics including room setup, materials, and follow-up communication.
• Make and receive incoming and outgoing phone calls; provide professional assistance to internal and external callers.
• Coordinate lunches, company parties, and other employee events as directed.
• Assist with preparing meeting materials, agendas, and notes, and arrange catering when needed.
• Distribute pathologist slides and related materials to appropriate staff in a timely and organized manner.
• Order and maintain office and administrative supplies, including Staples and Costco orders, ensuring adequate inventory levels.
• Order and replenish office and kitchen supplies; manage special requests from Pathologists.
• Maintain a clean, organized, and professional office environment, including common and break areas.
• Sort and distribute incoming mail and deliveries; ensure timely routing of correspondence.
• Prepare and update schedules, forms, and basic reports as directed.
• Provide support with document formatting, data entry, and the use of Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Maintain organized systems for files, supplies, and general office operations.
• Assist with maintaining and updating company templates and administrative procedures.
• Prepare and maintain daily schedules using QGenda; post updates for staff visibility.
• Handle confidential information with discretion and maintain a professional demeanor at all times.
• Perform other related duties as assigned..

Additional Functions (as assigned)

• Assist with document reviews, data entry for quality assurance, or other administrative projects.
• Support departmental initiatives, special assignments, or company events as requested by leadership.
• Participate in employee engagement activities, i.e. CPA employee birthday emails and company events
• Assist with IT service requests for SQL and CPA systems; submit tickets for new employees.
• Prepare onboarding manuals and coordinate badge requests for new Pathologists.
• Distribute and track pathologist cases using LabOS and Excel; update patient charts in as applicable.
• Scan and process consult sheets; correlate documents with Client Services.
• Upload on-call schedules to scheduling platform; serve as backup for AZ Donor Network on-call schedule entries.
• Follow up on sendouts to ensure addendums are finalized.

Minimum Qualifications:

• Two years of administrative or clerical experience in an office environment; healthcare experience preferred.
• High School Diploma required; Associate degree preferred.
• Proficiency in Microsoft Office Suite and ability to learn new systems quickly.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Professional and customer-service-oriented demeanor.
• Ability to handle confidential information appropriately.
• Knowledge of medical terminology is a plus.

Work Environment:

The work environment characteristics described here are representative of those and employee encounters while performing the duties of this job. Clin-Path provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, and gender identity. Clin-Path complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This applies to all terms and conditions of employment including, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

Benefits:

Clin-Path Associates offers nationally competitive compensation and benefits. Our benefits program provides a comprehensive array of services to our employees including, but not limited to health insurance (Primarily covered by the company), dental insurance (100% covered by the company) vision insurance, paid time off, and retirement contributions (401k).