Administrative Coordinator
2 months ago
We are seeking an experienced Administrative Coordinator to join our Benefits Communications Division at the Employees Retirement System. As a key member of our team, you will provide advanced administrative support and coordination, ensuring the smooth operation of our benefits programs.
Key Responsibilities- Provide senior-level administrative assistance and coordination to the Benefits Communications director, assistant director, and staff.
- Manage budget processes, including tracking and transactions, estimates, requisitions, and expense logs.
- Update and maintain the division's internal collaboration and document management platform.
- Prepare, edit, and distribute correspondence, reports, studies, forms, policy and process documents, staff bios, reference guides, and other informational materials.
- Assist with internal communications deliverables, including an internal newsletter.
- Proofread content for publications, presentations, social media, and the external ERS website.
- Coordinate and perform general office duties, such as tracking and ordering supplies, equipment, and event materials, responding to inquiries, and disseminating information.
- Work with division staff to compile and track metrics, including survey results, analytics, and other data for charts, graphs, and tables.
- Coordinate translation of informational materials by a third-party vendor.
- Work cross-functionally to coordinate updates to the ERS Style Guide and Glossary.
- Provide travel support and coordination, including required processes, forms, and reports.
- Support and coordinate scheduling, shared calendars, group email boxes, mailing lists, and event planning.
- Provide support during hiring and orientation of new division employees, including application and interview matrices, interview scheduling, and coordination with other divisions during onboarding.
- Serve as division records retention coordinator; work with Records Management to maintain and archive records according to the records retention schedule.
- Serve as the division point of contact for Open Records Requests.
- May train staff on division or enterprise resources, platforms, policies, and procedures.
- Graduation from an accredited senior high school or equivalent.
- Five (5) years of experience providing administrative support in a professional office setting, including managing calendars, scheduling travel arrangements, handling sensitive or confidential information, drafting correspondence, etc.
- Three (3) years of experience using intermediate Microsoft Office applications (Outlook, Word, Excel, PowerPoint, etc.), laptop computers, and standard office equipment.
- One (1) year of experience working with general purchasing rules, policies, and guidelines, including requisitions, purchase orders, budget tracking, travel reimbursement, etc.
- Demonstrated experience in performing grammar and proofreading functions through relevant work experience.
- Advanced SharePoint proficiency and experience.
- Experience writing and editing communications materials.
- Familiarity with employee benefits and retirement programs.
- Experience using discretion in handling confidential or sensitive matters.
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