Careers

Overview 

The Administrative Coordinator provides general administrative support for the Executive Director and the day-to-day activities of  Certification Board of Infection Control and Epidemiology, Inc. (CBIC).  This role provides high-level customer support and serves as the primary contact for all phone calls, email inquiries, and general correspondence from certificants and candidates.  Day-to-day operations include but are not limited to: coordinating the initial a-IPC and CIC certification and recertification processes, coordinating digital badge process, coordinating the master calendar for CBIC, assisting with processing IPU submissions for recertification, invoice management, transcribing minutes and SOP’s, and other general administrative support as needed.   

 The Administrative Coordinator is a forward-facing position and will have regular interaction with certificants, candidates, vendors, and VIPs.  It is expected to perform the duties and responsibilities of this position with the highest level of service with exceptional attention to detail. The ability to exercise good judgment in a variety of situations, strong written and verbal communication, organizational skills, and administrative skills are needed to be successful in this role. The Administrative Coordinator must be able to work under pressure to handle a wide variety of activities and respond to inquiries within a timely manner. This position has high visibility and significant interaction with members, vendors, and volunteers. This position supports the goals and mission of CBIC.

 The Administrative Coordinator exemplifies APIC’s staff core values of Ownership, Unity, and Commitment.

Major Duties and Responsibilities

Customer Service (50%)

• Provide exemplary customer service support, including identifying and resolving technical/IT issues that affect customer service;
• Serve as the primary contact for certificants and candidates across all communication channels - phone calls, emails, and other general correspondence;
• Liaise between certificants and candidates and management to enhance the overall experience provided by CBIC, including identifying trends and generating solutions;
• Maintain certificants and candidates accounts in database(s);
• Adhere to CBIC’s data entry standards;
• Handle invoices and general mail.

Certification/Recertification Support (25%)

• Coordinate the initial a-IPC and CIC certification and CIC recertification application process;
• Review certificants and candidates’ portfolios for compliance;
• Assist Program Manager with processing IPU portfolio submissions for recertification;
• Process requests to print certificate with third-party vendor;
• Coordinate the electronic storage of historical test applications.

General Administrative Support (25%)

• Coordinate master calendar for CBIC events, programs, and activities;
• Fulfill product and promotional requests and/or purchases;
• Maintain inventory of products;
• Submit invoices for processing to accounting;
• Assist accounting in gathering documents/providing information of audits or payment questions as needed;
• Assist with coordinating food & beverage travel, hotel, venue set up, and AV for events including menu selection as needed;
• Assist with onsite logistics;
• Provide Executive Director other administrative support as needed.

Knowledge and Skills required for the position

Education/Experience: 

• High School diploma with some college-level learning preferred
• 1-3 years’ experience in customer service, call center, or non-profit setting
• 1-3 years’ experience with database management systems

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel) and database management systems. Experience with iMIS a plus but not required.
• Proven ability to solve problems creatively.
• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Self-management: takes initiative, motivated to achieve, and seeks out assistance to manages time and multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at fast pace and meet critical deadlines.
• Customer service: Works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
• Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members and member volunteers.
• Written communication: Ability to effectively communicate information and ideas in writing.
• Confidentiality: Ability to work with and maintain the confidentiality of data and information.

• Ability to work individually and as part of a team.
• Work weekends during peak busy periods of the year as needed.