Administrative Coordinator III
4 weeks ago
Pay Rate: $25-35/hour depending on experience.Responsibilities:
- Understand the goals and objectives of the entire department to effectively manage the workload and independently resolve conflicts related to meeting multiple timelines
- Actively maintain the Executive Directors’ daily calendars to anticipate scheduling issues, manage changes and resolve challenges
- Support teams in scheduling governance meetings as well as key leadership and external joint meetings
- Capture, collect, record, track and verify complex data and information from multiple sources
- Manage workload involving multiple projects and timelines
- Track and reconcile department wide budgets
- Create graphs, charts, spreadsheets, presentations, and drafts documents using Microsoft Excel, Word, and PowerPoint at an advanced level
- Schedule all staff meetings and team meetings and work with the Executive Directors and other leadership team members to prepare agendas
- Assist in the orientation of new department staff
- Prepare, format, and distribute memos, letters, reports, agendas, and PowerPoint presentations
- Create and maintain organizational charts
- Plan and submit travel instructions to travel agency, complete travel agendas including lodging, ground transportation, meetings, etc.
- Track expenses and file expense reports on behalf of executives and senior directors
- Manage event planning, negotiate vendor contacts, and collaborate with external agencies or organizations to coordinate activities
- Support maintenance of MyTeams and SharePoint team sites as well as use of contract archives.
- Submit invoices and ensure payment as needed
- Ensure that all work is completed with a high level of attention to detail and accuracy
- Other duties as assigned
- Bachelor’s Degree with 3+years of experience, Associates Degree with 4+ years of experience, or High School Degree with 6+ years of administrative experience
- Advanced Microsoft Office skills (Outlook, Word, PowerPoint, Excel, SharePoint, MyTeams)
- Ability to keep the big picture in mind and influence workflows accordingly
- Ability to be flexible, proactive, highly organized, and self-directed
- Ability to work well in teams
- Demonstrated knowledge and understanding of administrative and office policies and procedures
- Exceptional professionalism to discretely manage confidential material, including confidential financial information as well as executive management interactions
- Superb proofreading and editing skills of documents
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