Administrative Coordinator

Summary

As the Administrative Coordinator for a non-profit Health and Human Service agency, you will play a vital role in maintaining the office's efficiency and productivity. Reporting to the CEO and Director of HR, you will be responsible for carrying out various organizational tasks. Your exceptional organizational skills and keen attention to detail will ensure that everything runs smoothly.

It is important to note that as the Administrative Coordinator, you will be entrusted with managing sensitive and confidential information, which is a crucial responsibility that must not be taken lightly. The individual in this role must understand the importance of handling such information with utmost care and integrity. We expect the person in this role to take this responsibility seriously and ensure that it is managed with the highest care and integrity.

The ideal candidate should have a demonstrated track record of maintaining confidentiality and possess excellent organizational and communication skills to ensure that data is protected and shared only on a need-to-know basis. We offer a relaxed work environment with a generous benefits package.

This is an in-office position, Monday through Friday, 9 a.m. to 5 p.m. The ideal candidate should have a strong sense of adaptability, discretion, and excellent communication skills to be successful in this role.

Special Events and Marketing:

Assistance with marketing and event planning as needed by the CEO. The administrative coordinator will act as the main point of contact and manage the scheduling and coordination of all internal and external events.
Coordinating the monthly newsletter and other specialized marketing pieces, including their publication on social media platforms.
Records & Data Management: Maintain meticulous electronic files and records. Create and manage databases and spreadsheets as needed.
Process donations, including thank you notes.

HR Onboarding/Offboarding and File Support:

Assist the HR Director with recruitment activities, which may include conducting phone screenings of potential candidates to determine their suitability for the job.
Oversee the distribution and collection of equipment during employee onboarding and termination to ensure that all necessary equipment is accounted for and returned upon termination.
Maintain an organized and easily accessible electronic HR filing system that contains all necessary employee documents.
Assemble files for new hires, upload necessary documents, and maintain tracking spreadsheets to ensure that all employee records are accurate and up to date.
Provide any additional HR support as requested by the Director of HR to ensure that all HR-related tasks are completed efficiently and effectively.

Document Management:

Compiling and formatting data into clear reports, as well as maintaining contract files according to company standards.
Managing contracts by obtaining signatures, organizing files, and saving all signed documentation in an appropriate SharePoint file management system to ensure easy accessibility and record-keeping.
Managing office supplies, equipment, and inventory by maintaining adequate stock levels and ordering supplies as needed.
Communicating with the Director of HR to obtain approvals for anything out of the norm and ensuring that the office is always stocked and running smoothly.
Maintaining the inventory of laptops and other peripherals, creating, and tracking equipment forms as required, and obtaining approval from the Director of HR before ordering any equipment.

Committee Participation and Meeting Management:

Participating in the Safety Committee and DEI committees by scheduling meetings and acting as a secretary for the meetings.
Creating agendas and taking minutes during meetings to ensure that all necessary details are covered and recorded accurately.
Participating in biweekly calls with the Director of HR and the Information Technology team to ensure effective communication and collaboration within the organization.

Vendor Relations and Team Support

IT & Security Management: Act as the primary contact for the organization's IT management, Managed Service Provider, and outsourced security company.
Acting as a liaison between the internal organization and contractors, managing vendor relations with security companies (alarm and door), printers, Verizon, landlords, moving/furniture companies, shredding companies, Ring Central, etc.
Collaborate, as needed, with Data Management Specialist and virtual CIO regarding technology strategy.
Working with account representatives to maintain an inventory of cellular equipment such as cellphones and jetpacks.
Providing support to clients and teams by booking travel arrangements and event registrations as requested by the senior management team.
Maintaining contact lists to keep everyone connected.

Requirements:

We are seeking candidates who meet the following qualifications:

Prior work experience as an Administrative or Office Admin Assistant is required for this role.

Tech-savvy: Familiarity with office management systems and procedures and proficiency in MS Office, especially in Teams, Excel, and PowerPoint, is essential.

Time management: The ability to prioritize tasks effectively is crucial.

Attention to detail: A strong value for accuracy and attention to detail is necessary.

Strong communication skills: Excellent written and verbal communication skills are a must-have.

If you meet these qualifications and are ready to contribute to a dynamic team in a fast-paced environment, we look forward to receiving your application.

We are an Equal Opportunity Employer.