Enterprise Admin Support Coordinator

Ultimate Medical Academy is a non-profit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus. 

As a full-time team member, you will have access to the following benefits:

• Medical (including prescription), Dental, Vision (UMA subsidized)
• FSA/HSA (Depending on Medical Plan chosen)
• Basic Life Insurance (UMA paid) minimum $50,000 - maximum $250,000 (1x annual salary)
• Additional Voluntary Life Insurance (Team Member paid)
• Employee Assistance Program – EAP (UMA paid)
• Long Term Disability (UMA paid)
• Short Term Disability (Team Member paid)
• Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
• Paid Time Off – 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
• 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
• Pet Insurance
• Identity Theft Protection

Purpose of the Position:

The Enterprise Administrative Support Coordinator plays a key role in advancing the strategic initiatives of the institution by providing high-level administrative and coordination support to the Executive Committee. This position will ensure seamless cross-functional collaboration and operational efficiency across departments, contributing to the organization's mission of accessible, quality education.

What You’ll Do:

1. Support Executive Committee Operations: Provide administrative support aligned with the institution’s strategic vision, including scheduling, agenda preparation, meeting facilitation, and follow-up on action items.
2. Coordinate Onsite Meetings: Organize and manage logistics for in-person meetings and events as requested by executive leadership.
3. Manage Travel Arrangements: Coordinate travel plans for executives, including booking, itinerary preparation, and expense reconciliation.
4. Track Budgets and Expenditures: Monitor and reconcile expenditures, ensuring accurate budget tracking and reporting for assigned activities.
5. Maintain Confidentiality: Handle sensitive information with discretion and escalate confidential matters appropriately to senior leadership.
6. Facilitate Cross-Functional Collaboration: Support coordination across departments to ensure smooth execution of enterprise-wide initiatives.
7. Maintain Records and Documentation: Organize and manage documentation related to meetings, travel, and budget activities.
8. Serve as Liaison: Act as a point of contact between the Office of Transformation and internal stakeholders to support strategic goals.
9. Support Strategic Projects: Assist with administrative tasks related to strategic planning and transformation initiatives.
10. Perform other duties as assigned.

Career Level Expectations:

• Applies broad theoretical job knowledge typically obtained through post-secondary education or equivalent work experience.
• Work is supervised.  
• Handles problems and uses critical thinking to solve.
• Communicates facts, policies and practices related to job area.
• Desire for growth and professional development.

Required Skills/Experience:

• Associate’s degree or equivalent combination of education and experience.
• Experience in an operational/support or administrative capacity.
• Ability to professionally communicate fluently in verbal and written English.
• Ability to contribute to a diverse and inclusive work environment.
• Computer literacy/basic computer skills to effectively navigate and utilize the technology required for the role.

Preferred Requirements:

• Self-starter who works well in a complex, fast-paced, demanding and constantly changing environment.
• Excellent verbal and written communication skills, with the ability to engage effectively across all organizational levels and with external stakeholders.
• Strong organizational skills, including follow-up and attention to detail.
• Proficient in MS Office (Word, Excel, PowerPoint) and other business tools such as Microsoft Teams.

Compliance: 

• Demonstrate knowledge of and carefully follows all applicable state laws and rules, federal and state compliance requirements and regulations including those prescribed by the U.S. Department of Education, accrediting agencies, state regulations and internal policies and procedures.  
• Effectively communicate compliance requirements to other staff as appropriate and quickly escalate any compliance concerns to the Compliance department. 

Work Environment/Physical Demands:

• This is a remote position, with occasional onsite travel required.
• Home office set up, quiet place to work, ability to be on camera, and ability to hard wire into high-speed internet connection.
• May require setup of computer equipment; accommodation consideration available upon request.
• Flexibility to work evenings and weekends, as needed.

 

 

OUR VALUES

Our institutional values are shaped and validated by our team members. They describe how we strive to operate and are the standards of behavior we look to embody. 

ACT WITH INTEGRITY

We operate honestly and ethically in an industry-compliant fashion. We are fair and trustworthy in our interactions with all we serve. Our team members, at all levels, lead by example and strive to do the right thing for our students and for each other. We are disciplined professionals who strive to be straightforward and dependable.

CHAMPION STUDENT OUTCOMES

We live by a strong commitment to our students and are passionate about preparing them for meaningful careers. We are deeply dedicated to ensuring students’ educational and career success. We excel at building our students’ confidence and empowering them to reach their full potential.

COMMIT TO TEAM MEMBER SUCCESS

We are committed to our team members’ success and to each other’s success. We strive to create an environment that attracts and retains the best talent while offering continuous learning, professional development and career growth opportunities. We recognize and reward our team members for their contributions to the organization and to our students.

PURSUE RESULTS WITH PURPOSE

We pursue results with a sense of urgency and purpose. We take responsibility for achieving ambitious, measurable results and hold each other accountable. We think strategically and critically, greet new ideas and challenges openly, and look for innovative solutions to challenges.

HAVE FUN. BUILD ENERGY

Enjoying what we do is central to achieving our goals. Building energy, having fun, being optimistic and creating a positive working environment are all critical to our success and that of our students. We strive to be inspired and to inspire others. We consistently show appreciation and celebrate our successes, both large and small.

WORK AS ONE

We believe that diverse, inclusive teams produce breakthrough results. We strive to build and maintain positive relationships with colleagues from all types of backgrounds by showing respect and humility when interacting with each other and resolving conflicts in a constructive manner. By working together, we win together - as one - ensuring that the goals of the company are the focal point of our efforts.

UMA will NEVER ask you to send money or ask you to provide bank account information in order for you to get reimbursed for tools to work. If you have been contacted by someone claiming to be from UMA about a job posting, you can always verify the position at https://workatuma.com/