Administrative Operations Coordinator

2 weeks ago

Baltimore, Maryland, United States City of Baltimore Full time
City of Baltimore

Office of Older Adult Affairs and Advocacy

Position Overview:

Under the guidance of the Director of the Office of Older Adult Affairs and Advocacy, the Administrative Operations Coordinator plays a crucial role in delivering high-level administrative support, managing office operations, and providing secretarial assistance on sensitive departmental matters. This position demands a proactive approach, sound judgment, and a comprehensive understanding of city government regulations and departmental policies.

Supervision Structure:

This role does not involve supervisory responsibilities. The Coordinator will report directly to the Director and will operate under established policies and directives. Specific issues requiring clarification will be referred to the Director for guidance. Performance will be subject to regular review and assessment.

Work is conducted in a standard office environment, which may include moderate noise levels. Duties may also require off-site work. The Coordinator will utilize standard office equipment such as computers, telephones, and copiers, and will frequently interact with older adult residents, the public, other city agencies, and various stakeholders. These interactions necessitate a compassionate and patient approach. The role involves access to confidential information, where errors in judgment could adversely affect the older adult community and the city’s public image.

Key Responsibilities:
  • Assist the Director in formulating and executing administrative policies, procedures, and long-term objectives for the office.
  • Ensure adherence to regulations and internal protocols.
  • Participate in meetings and outreach initiatives, both internally and externally.
  • Serve as the primary liaison between the Director and various stakeholders, including elected officials.
  • Foster effective working relationships with office personnel.
  • Support the Director in scheduling appointments, meetings, and managing the Director's calendar.
  • Exhibit exceptional time-management and multitasking abilities to manage diverse responsibilities and prioritize daily tasks.
  • Utilize independent judgment to screen communications and visitors, determining which matters require the Director's attention.
  • Assist in organizing monthly meetings for the Commission on Aging, including agenda preparation and minute-taking.
  • Handle confidential matters with discretion and professionalism.
  • Maintain organized electronic and paper records for easy access to information.
  • Conduct research and prepare reports or presentations as needed.
  • Demonstrate proficiency in Microsoft Office and standard office technology.
  • Exhibit strong verbal and written communication skills, along with excellent customer service capabilities.
  • Provide assistance to other office staff with projects and presentations as required.
  • Perform additional duties as assigned.
Qualifications and Skills:

• Strong interpersonal skills, capable of engaging effectively with staff, the public, and elected officials.

• Excellent organizational abilities, with a track record of managing multiple projects and meeting deadlines.

• Knowledge of office operations management.

• Ability to exercise independent judgment within established policy frameworks.

• Clear and concise communication skills, both written and verbal, including presentation capabilities.

• Willingness to work extended hours as necessary.

• Familiarity with municipal operations and departmental functions within the City of Baltimore.

• Strong relationship-building skills, enabling seamless collaboration with staff and administration.

• Adaptability to quickly shift priorities in response to business needs.

• Capacity to work independently and under pressure while maintaining high performance.

• Team-oriented with a positive attitude, sound judgment, and strong interpersonal skills.

• Ability to thrive in diverse environments.

City of Baltimore is an Equal Opportunity Employer

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