Administrative Coordinator III

About the position

The position involves assisting with information maintenance and distribution by drafting presentations, detailed correspondence, and reports. The role requires maintaining workflow by resolving routine and non-routine requests and issues from department managers on an ad-hoc basis. Additionally, the position includes event coordination, which involves calendaring meetings for directors and their teams, and assisting with small-scale event execution. The candidate will start to apply data maintenance and management by leveraging knowledge of department data and documentation retention policies.

Responsibilities

• Pursues effective peer relationships within and across teams to obtain and share resources and information.
• Listens to, addresses, and seeks performance feedback; acts as an informal resource for less experienced team members.
• Actively seeks new relevant knowledge and skills based on strengths and weaknesses; reviews others' work to help others learn.
• Adapts to change, challenges, and feedback with minimal guidance; demonstrates flexibility in work.
• Assesses and responds to the needs of others to support completion of work tasks.
• Follows instructions to complete routine and non-routine work assignments with limited supervision.
• Collaborates with others to recommend appropriate solutions for routine and non-routine issues; escalates complex issues; communicates progress and information.
• Supports the completion of priorities, deadlines, and expectations.
• Identifies and speaks up for ways to address improvement opportunities within one's team.
• Assists with information dissemination by drafting presentations, handouts, reports/spreadsheets, graphics, status reports, and other deliverables based on a working knowledge of business practices/process, with minimal direction from senior colleagues.
• Writes detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with minimal guidance from senior colleagues and appropriate judgement and discretion.
• Labels, sorts, and maintains the integrity of department files, with limited supervision.
• Utilizes basic software and databases to retrieve required information, with some support to write reports.
• Maintains the workflow of the department by assisting in the resolution of non-routine and routine requests and issues from department managers on an ad-hoc basis.
• Identifies problems or questions to propose resolution, with instruction.
• Operates standard office equipment (e.g., email, fax, xerox), with limited guidance.
• Maintains inventory control and stocks department office supplies, equipment, and employee work environment resources in alignment with typical budgetary policies and escalates inventory issues.
• Receives, screens, and refers standard incoming and outgoing emails, calls, and visits to the appropriate staff member.
• Inputs and edits routine and non-routine time cards.
• Learns about new staffing onboarding activities and assists in execution, when necessary.
• Assists with event coordination by calendaring meetings for directors and their direct teams with front line employees, with limited guidance.
• Supports meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision.
• Finds and books meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
• Assists with event execution by arranging small-scale events, with minimal guidance.
• Plans for the organization of standard travel arrangements for department head and/or staff members.
• Assists in execution of small group meetings, conferences with limited direction; provides on-site coordination for standard issues, with minimal guidance.
• Obtains necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; distributes the agenda and takes meeting minutes in meetings.
• Starts to apply human-resources data maintenance and management by leveraging working knowledge of department data and documentation retention policies.
• Inputs, compiles, organizes, validates, tracks, and maintains data integrity, and performs standard data analyses, with some guidance from senior colleagues.
• Formats straightforward graphs, spreadsheets, and reports.

Requirements

• Minimum one (1) year of experience in Communications, Business, Health Care, or a directly related field.
• High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.

Nice-to-haves

• Computer Literacy
• Data Entry
• Interpersonal Skills
• Customer Experience