Administrative Coordinator
2 weeks ago
Position Objective: Serve as an Administrative Coordinator to enhance the operational efficiency of the Office of the Director (OD) at GAP Solutions, Inc. The role involves providing comprehensive task and information management, alongside meeting and scheduling assistance. The coordinator will be instrumental in establishing and maintaining systems to monitor team tasks, projects, documents, and other essential materials. Additionally, the coordinator will facilitate meeting arrangements, including scheduling, planning agendas, managing virtual meeting platforms, taking minutes, and distributing meeting summaries. This position will also act as a liaison for staffing candidates and assist in the review of proposals.
Duties and Responsibilities:
- Oversee daily office operations, addressing problems and prioritizing tasks effectively.
- Develop and implement communication systems among staff to ensure smooth information flow regarding projects and programs.
- Collect and analyze data related to processes and programs; prepare reports, correspondence, and other documentation for program reviews.
- Propose solutions to emerging issues.
- Deliver executive-level administrative support to enhance the overall office functionality.
- Engage in activities aimed at improving internal administrative operations for greater efficiency.
- Compile and assess data for performance management objectives; initiate improvements to business processes.
- Assist in formulating components of short-term and long-term strategic plans.
- Maintain a tracking system for all activities and coordinate inter-office communications.
- Ensure the government is informed of all commitments through diligent calendar management.
- Manage databases for tracking and reporting professional activities, travel, and project management.
- Research and recommend new administrative practices.
- Summarize incoming materials and information from meetings.
- Stay updated on current regulations and procedures; inform staff of relevant changes.
- Monitor adherence to program policies; identify strategies for maintaining compliance.
- Review documentation for policy compliance; collect data for analysis.
- Support internal funding proposal reviews by managing reviewer recruitment and overseeing conflict of interest processes.
- Conduct searches of scientific literature and organize relevant materials.
- Lead various special projects and provide updates on their progress.
- Prepare meeting agendas, materials, and summaries.
- Coordinate logistics for meetings, including scheduling and room reservations.
- Collaborate with administrative staff to ensure timely processing of purchase requests.
- Support team meetings through scheduling, note-taking, and distributing action items.
- Track interactions of team representatives with assigned programs.
- Assist in managing the calendar and action items for the Assistant Director.
Basic Qualifications:
- Associate's degree in business administration, management, or a related field.
- Certification as an Administrative Assistant is required.
- Experience in project management, meeting coordination, and executive support.
- Proficiency in SharePoint, MS Office Suite, Outlook, Zoom, MS Teams, and WebEx.
Minimum Qualifications:
- Strong multitasking abilities with keen attention to detail.
- Excellent organizational and time management skills.
- Effective communication skills, both verbal and written.
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