Supervision Received

This position reports directly to the Vice President. This is a non-exempt hourly position.

Position Summary

The Administrative Coordinator is responsible for performing a variety of administrative duties and working independently to provide support essential to the mission of the organization. This position may support other direct reports and committees on an as-needed basis.

Typical Physical Demands

Requires sitting for long periods of time. Some bending, lifting, stooping, and stretching required. Requires normal range of hearing and eyesight. Requires eye-hand coordination and manual dexterity to operate office equipment such as computer keyboard, photocopier, telephone, and calculator.

Typical Working Conditions

Normal office and clinic environment. May require evening and/or weekend work. Working under stress. Travel may be required.

Specific Duties and Responsibilities

• Provides administrative support for the Vice President. Acts as liaison between the Vice President and division/unit staff and outside customers/vendors, etc. to expedite completion of projects, disseminate information, etc.
• Maintain office supplies for all clinics and administration offices.
• Type letters, reports and memos as needed.
• Assist with events and presentations.
• Coordinate meetings as well as prepares meeting agendas, meeting summaries and supporting materials., both on-site and off-site.
• Make all arrangements for the meetings including room rental, food and beverage service, and necessary equipment.
• Manage confidential communications and files.
• Work closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities
• Manages the Vice President’s emails, prioritizing emails, and drafting responses as needed.
• Set Vice President’s appointments and synchronize calendars.
• Point of person for mailing, shipping, supplies, and errands.
• Participate actively in the planning and execution of company events.
• Monitor and maintain office supplies inventory.
• Greet and welcome guest.
• Receive and open all letters, correspondence, packages, etc. and distribute.
• Performs other duties and participates in projects as necessary and appropriate

Performance Requirements

Knowledge, skills, and abilities:

• Must possess excellent verbal and written communication skills.
• Must possess excellent customer service and interpersonal skills.
• Must have the ability to work independently and in a team setting with minimal supervision
• Must be organized and have the ability to prioritize and handle multiple tasks and use time effectively.
• Must have attention to detail and accuracy; be flexible and adaptable to changing situations.
• Must possess the ability to manage a wide variety of tasks simultaneously with interruptions and flexibility.
• Must possess the ability to work independently with effective workload prioritization skills.
• Must be able to interact positively and respectfully with colleagues, supervisors, and community.
• Must pass background and fingerprint checks.
• Must be fully proficient in and have intermediate to advanced level computer skills, including but not limited to Microsoft Windows and the complete Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher)
• Must speak, read, and write fluent English.

Experience

• Minimum of 2 years prior experience working in administrative assistant or executive office supportive position and role.

Education/Certificate/License

• High School Diploma or equivalent required; college degree preferred.