Administrative Coordinator

3 weeks ago

Austin, United States Austin Transit Partnership Full time

JOB SUMMARY


The Administrative Coordinator is an advanced level job that reports directly to executive level staff and serves to support advanced administrative functions for Executive Vice Presidents (EVP) and Senior Vice Presidents (SVP) across Austin Transit Partnership’s (ATP’s) organization. The position will perform advanced professional assistance work for ATP’s executive and senior leadership as well as support and lead projects across multiple organizational workgroups. This position will represent ATP by communicating with employees, customers, and the public and will also serve as ATP’s receptionist. The position requires acute problem-solving skills. A key responsibility is to resolve customer service inquiries and requests on behalf of ATP. The position will work under general supervision with extensive latitude to use initiative and exercise independent judgment.


ESSENTIAL DUTIES AND RESPONSIBILITIES


The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties. Other duties may be assigned.


  • Serve as primary point of initial contact for employees, customers and public on all matters pertaining to administrative services and support for Austin Transit Partnership’s EVPs and SVPs, providing day to day assistance to customers
  • Investigate and resolve matters of significance on behalf of senior management as required
  • Oversee and coordinate day-to day administrative support activities for senior level management and staff to include developing administrative procedures, standards, and methods for the department. Day to day administrative support will include the ability to address multiple tasks while also providing regular coverage of the organization’s front desk/reception function
  • Coordinate and manage executive travel; prepare and maintain expense reimbursement for executives and senior level management and other staff as needed; provide regular assistance to executives for scheduling and calendaring meetings as needed
  • Independently research, prioritize, and follow-up on multiple incoming issues, public complaints, and concerns addressed to executive level and senior level management, which represent ATP, including those of a sensitive and/or confidential nature—Determine appropriate course of action, referral, and /or response.
  • Review and approve documents as well as develop and monitor the budget for executives and senior level management as needed
  • Review invoices and authorize expenditures in accordance with ATP’s financial systems and applicable software
  • Assist with functions related to ATP Board of Directors Board and meetings by providing key support to other administrative and business support functions and personnel as needed
  • Coordinate meetings, conferences and events for executive and senior level management as needed
  • Remain current on new industry trends, methods, and technology by reading journals and attending seminars and workshops both inside and outside of ATP
  • Serve as the front desk business support services point of contact, overseeing receptionist functions for the organization


MINIMUM QUALIFICATIONS—EDUCATION AND EXPERIENCE


  • Bachelor's degree in Business, Public Administration, or related field. Additional relevant experience may substitute for the required education on a year for year basis up to a maximum of four (4) years
  • Three (3) years of administration services experience
  • Proven solid writing and editing experience OR An equivalent combination of education, experience, knowledge, skills, abilities, and other characteristics consistent with the required qualifications


KNOWLEDGE, SKILLS, AND ABILITIES


  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills and the ability to build relationships, including staff, board members, external partners, the press, and the public
  • Strong written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with decision-making capability
  • Ability to maintain composure when presented with difficult situations
  • Resourceful team-player, with the ability to also be effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands
  • Skill in researching, evaluating, and identifying discrepancies in data
  • Ability to coordinate multiple tasks, to communicate effectively with all levels of staff, board of directors, vendors, the press and the public and to maintain confidentiality
  • Must be proficient in using business and communications software, preferably Microsoft Office 365 which includes Word, Excel, PowerPoint, Outlook, and Teams


WORK ENVIRONMENT AND PHYSICAL DEMANDS


Work is generally performed in an office environment, but occasionally requires attendance at public meetings, stakeholder meetings, and/or job sites. ATP promotes a safe and healthy work environment and provides appropriate safety and equipment training for all employees as required.


COMMITMENT TO DIVERSITY


ATP is committed to building a workplace where inclusion is not only valued, but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. ATP makes hiring decisions based solely on qualifications, merit, and organization needs at the time.

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