Administrative Operations Coordinator

2 weeks ago

St Louis, Missouri, United States Higher Education Consortium of Metropolitan St. Louis Full time
Job Description

Office Manager

Position Overview

The Office Manager is responsible for executing a variety of clerical and administrative tasks to support the smooth operation of the office. This role involves assisting in the management and oversight of business and financial operations within a small non-profit organization, ensuring effectiveness, efficiency, and safety in all administrative functions.

Key Responsibilities

  • Respond to inquiries regarding project information through various communication channels.
  • Draft and prepare correspondence, presentations, and other documentation.
  • Manage the distribution, collection, and processing of personnel forms, supplies, and equipment requests.
  • Coordinate scheduling for staff meetings and arrange necessary facilities.
  • Organize and facilitate meetings, including agenda preparation and minute-taking.
  • Plan and execute company events and manage travel arrangements for conferences.
  • Establish and maintain an organized administrative filing system.
  • Oversee and maintain office assets and inventory.
  • Track and manage contracts, MOUs, leases, permits, insurance, and registrations.
  • Solicit bids for goods and services as needed.
  • Maintain relationships and serve as the primary contact for vendors and service providers.
  • Assist in managing receipts, billing, and financial documentation.
  • Support the coordination of the organization’s annual year-end audit with external auditors.
  • Enhance professional knowledge by participating in educational workshops and networking with industry professionals.

Qualifications

Applicants should possess an Associate's degree in business administration, office technology, or a related field, along with three years of relevant work experience or an equivalent combination of education and experience. A Bachelor's degree is preferred. Candidates should have experience in developing internal processes and a general understanding of fiscal management.

Essential Skills

  • Strong spelling, grammar, and proofreading abilities.
  • Proficiency in advanced word processing with MS Word and basic functions in MS Excel, PowerPoint, Publisher, and QuickBooks.
  • Effective communication skills for interaction with internal and external stakeholders.
  • Ability to prioritize and manage workload efficiently.
  • Highly organized with attention to detail.
  • Capability to establish a home office and perform duties remotely when necessary.
  • Ability to work independently with minimal supervision.

Physical Requirements

This position requires the ability to sit for extended periods while performing computer work. Regular communication via telephone and email is essential, along with database entry that involves repetitive movements. The role may also require lifting items up to 25 pounds.

This is a full-time, grant-funded position with a competitive salary and benefits.

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