Office Administration Coordinator

2 weeks ago


Nashville Tennessee, United States Capleo Global Full time

Job Title:
Office Administration Coordinator

Location:
Nashville, TN (Onsite)

Duration: 12 to 18 months contract

Position Overview & Responsibilities:


Capleo Global is currently seeking applications for a contract Office Administration Coordinator.

This role will support the Rape Prevention and Education (RPE) Section.

The Office Administration Coordinator will assist the Section Chief, Program Directors, and other team members with daily administrative functions of the RPE program, including the coordination of special projects and events as necessary.


Key Responsibilities:


Provide comprehensive administrative support, including the preparation of reports, forms, and other tasks related to purchase orders, travel authorizations, and expense documentation.

Submit and finalize printing requests.

Draft contract documents, including service scopes and budgets. Aid contract agencies in budget formulation.

Process invoices to guarantee prompt vendor payments; maintain Excel invoice tracking spreadsheets.

Perform administrative tasks such as typing, word processing, and general office assistance.

Support scheduling, planning, and development activities; order supplies, and manage travel claims and invoices.


Assist in organizing training sessions and events by aiding in the development of PH-3969, liaising with trainers, coordinating meeting venues, and creating training materials.

Provide assistance to the RPE Program Director; maintain and update SharePoint, H: Drive, and other designated databases.

Respond to inquiries in the RPE email inbox.

Ensure all administrative activities comply with public health policies, procedures, and legal documentation standards.

Monitor the budget and expenditures of sub-recipients' grants.

Assist in reviewing sub-recipients' budget and funding adjustments.

Preferred Skills:
Effective communication skills, both verbal and written.

Detail-oriented and highly organized, with the capability to work independently with minimal oversight.

Able to collaborate and communicate effectively with colleagues, supervisors, subordinates, and agency personnel.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).

Minimum Qualifications:
Associates degree AND experience equivalent to one year of progressively responsible full-time professional administrative experience.

Substitution of Experience for Education:
Qualifying full-time progressively responsible sub-professional or paraprofessional experience.

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