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Administrative Coordinator

2 months ago

Minneapolis, Minnesota, United States Summit Academy O I C Full time
Job Overview

Position Summary

The Office Administration Specialist is a full-time role that reports directly to the Director of Accounting & Business Services. The incumbent will facilitate seamless office operations while providing essential support to staff, students, and visitors. This position encompasses a variety of responsibilities related to office management, administrative assistance, and special projects. The role demands outstanding organizational abilities, meticulous attention to detail, and the capacity to thrive in a dynamic work environment.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Management:

  • Welcome and assist visitors at the front desk, ensuring they are directed and announced appropriately.
  • Monitor and greet students as they enter and exit the premises.
  • Oversee daily office activities, including managing emails and correspondence.
  • Coordinate the receipt and distribution of packages from various vendors.
  • Maintain an inventory of office supplies and reorder as necessary.
  • Manage staff access through the coordination of office keys and access cards.
  • Ensure the office environment is tidy, organized, and conducive to productivity.
  • Collaborate with building management for maintenance and repairs as required.
  • Assist Program Managers in planning and coordinating events, including catering and supply orders.
  • Reconcile monthly expenses for reimbursement and process purchase orders.
  • Support technology in conference rooms, including video conferencing and screen sharing.
  • Foster and maintain relationships with vendors.
  • Manage the postage meter and funds responsibly.

Additional Duties:

  • Assist with special projects and initiatives as directed by the Director of Accounting and Business Services or management.
  • Adhere to organizational policies and procedures while maintaining confidentiality of sensitive information.

Knowledge, Skills, and Abilities

  • Ability to anticipate and resolve complex administrative issues with sound judgment and minimal supervision.
  • Proactive mindset with effective planning skills.
  • Experience in prioritizing tasks and meeting deadlines.
  • Capability to work in a fast-paced environment, managing stress effectively.
  • Demonstrated ability to handle multiple competing tasks and adapt to changing priorities.
  • Willingness to take on responsibilities and assist colleagues when necessary.
  • Ability to learn and utilize technology effectively in an office setting.
  • Strong oral, written, and interpersonal communication skills, with a professional demeanor.
  • Excellent customer service abilities.
  • Exceptional attention to detail and organizational skills.
  • Ability to work independently and collaboratively within a team.
  • Highly reliable and dependable.

Supervisory Responsibilities

  • No direct supervisory responsibilities, but will manage expectations of all staff and students.

Work Environment

This position operates in a standard office environment and requires onsite presence.

Physical Demands

The role necessitates routine use of standard office equipment such as computers, printers, and copiers. It is primarily sedentary, requiring the ability to sit for extended periods.

Position Type and Expected Hours of Work

This is a full-time, non-exempt position. Typical hours are Monday through Friday.

Travel

Occasional local travel may be necessary.

Required Education & Experience

  • High School Diploma or GED is required.
  • A minimum of three years of experience in an office environment.
  • Strong technical skills, particularly in Microsoft Office applications.

Preferred Education & Experience

  • Associate's degree or equivalent experience is preferred.
  • 3-5 years of experience in an office setting.
  • Proficient in Microsoft Office applications.

Note

This job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties and responsibilities may change at any time with or without notice.

AAP/EEO

Summit Academy OIC is committed to providing equal employment opportunities to all individuals, regardless of various protected characteristics. Reasonable accommodations will be provided for qualified individuals with disabilities.