Administrative Coordinator
21 hours ago
Cynet Systems is seeking an experienced Administrative Assistant to provide high-level administrative support to the Field Office Director and staff. The ideal candidate will have excellent organizational and communication skills, with the ability to work independently and as part of a team.
Key Responsibilities- Administrative Support: Provide administrative support to the Field Office Director and staff, including scheduling, coordinating travel, and processing requests through the State Financial System (SFS).
- Office Management: Develop and maintain clear procedures and protocols to create a work environment that allows Field Office staff to perform their job duties at the most efficient and effective level possible.
- Project Coordination: Function as an assistant to the Field Office Director, maintaining schedules, coordinating travel, processing requests, and assisting with final drafts and coordinating major project deliverables.
- Office Operations: Develop and coordinate office procedures, management and tracking systems in all high-priority areas, including personnel, certification scheduling, and incident and audit tracking, as well as overseeing office filing systems.
- Meetings and Events: Organize meetings and assist with the coordination of regional conferences and events; Schedules regular and ad hoc meetings on behalf of the Director and for the staff.
- Reporting and Communication: Draft clear, concise, and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps.
- Personnel Support: Coordinate Personnel activities, including orientation, mandated and in-service training, and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff.
- Facilities and Maintenance: Ensure the office environment is safe, functional, and comfortable and address any environmental or equipment issues as they arise.
- Vehicle Management: Maintain logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and services as needed.
- Communication: Communicate with various stakeholders, including Directors of Community Service, agency directors and staff, recipients and families, to ensure that requests for information, complaints, and incidents are channeled quickly and appropriately.
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Minimum 2 years of experience in an administrative support role.
- Excellent organizational and communication skills.
- Ability to work independently and as part of a team.
- Proficiency in Microsoft Office and other software applications.
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