The Administrative Associate Coordinator is primarily concerned with and responsible for planning, organizing, coordinating, or overseeing a variety of moderately complex and varied general and administrative/office support functions that are essential to the accomplishment of the work of the assigned executive(s). This position directly reports to Dean, Associate Vice President, District Director, Client Director, Senior Associate Vice President, Associate Vice Chancellor or Vice President. The number and type of administrative functions and services performed vary according to the specific operational needs of each office. A key distinction is whether the work is concerned with services, functions and programs included in the totality of the administrative support duties within the designated office. This position is distinguished from the Program Coordinator position in that the former may provide support for the project, program, contract or grant in which the work assigned is substantively administrative functions such as coordinating and disseminating information, tracking and maintaining data and information, copying, and preparing documents, correspondence, reports, forms and spreadsheets. The Program Coordinator provides basic research, preliminary analysis, coordination and transactional support as necessary to the effective execution of the program and any administrative support tasks are secondary to program coordination. This position is distinguished from the Administrative Specialist Senior in that the former works on less routine or predictable tasks with increasing regularity.

Prioritizes and schedules work assignments and may receive supervisory input on non-routine and/or unusual assignments
May assist and guide lower-level staff by providing work instruction and information
May lead lower-level staff when assigned by ensuring work assignments are completed
If assigned lead work, may provide input regarding performance, hiring and disciplinary action and participate in recruitment activities
Schedules, coordinates and performs administrative and general office activities in support of assigned executive(s)’s role(s) and/or programs
Coordinates, monitors and troubleshoots assigned projects, programs, initiatives and keeps executive(s) and stakeholders up to date on progress ensuring deadlines and timelines are met
Liaises, when necessary, with staff in other departments to gather information, report data or information or as a means to facilitate communication
Maintains executive(s)’s calendars ensuring in-person and virtual meetings, events, seminars, conferences are accurately scheduled with all required attendees and documents or links are distributed
Makes travel arrangements including transportation, schedules, reservations and itineraries
Attends meetings, takes notes and follows up on commitments made by staff
Acts as primary point of contact for the executive and/or the client for external and internal stakeholders and responds to inquiries and explains rules, regulations, policies and procedures
Compiles and enters data for charts, graphs, directories, databases, summaries, reports or correspondence
Monitors and tracks budgets and expenditures, creates reports, keeps supervisor informed of progress and assists with purchases when necessary
Researches and resolves budget or fiscal discrepancies or related transactions
Research relevant information and compiles documents and other source materials and reviews client procedures to ensure compliance and recommend improvements or corrective actions
May provide assistance for requisition, purchase, storage, tracking, creating help desk tickets and issuance of office supplies, lease agreements, equipment maintenance agreements and/or facilities equipment such as desks, office machines and filing equipment
Utilizes standard office software to create documents and edits, proofreads and corrects for grammar and language
Types and prepares documents, correspondence, speeches, briefs, presentations, forms, notes and meeting notes, reports, charts and graphs which may include transcribing from handwritten notes
May create forms, templates or other automated documents for internal use using standard office software
Assists with mail services for all client staff including receipt, routing, dispatch and control of packages
May track and monitor equipment maintenance or service level agreements
May assist with creating or completing documents, correspondence, forms and reports and/or data submission for local, state or federal regulatory agencies
Ensures confidentiality of information and safeguards the security of information, data, materials and documents
Assists in creating content for presentations, training materials, graphics, web pages, reports, communications as designated by supervisor
Stays up to date on procedural requirements and changes

SKILL IN
Coordinating deadlines, prioritizing work demands and assigning/monitoring work performed
Selecting and applying a body of rules, processes, procedures, practices and policies for office/administrative services to perform interrelated and/or nonstandard assignments
Troubleshooting and resolving issues related to administrative details of assigned projects or functions
Composing, designing, formatting and editing documents, correspondence, presentations and other communication materials
Organizing, updating and maintaining system data, records, files and documentation
Researching and analyzing information or documents to extract relevant information from various sources and clarifying conflicting information
De-escalating conflicts and/or resolving problems
Monitoring inventory and procurement control procedures
Organizing tasks, meeting deadlines and prioritizing competing demands
Performing business math computations and monitoring and tracking budgets and proposals
Proofreading and error correction
Providing attention to detail in assignments
Training and coaching staff
Providing direction to others in order to meet standards, as assigned
Interpreting and applying applicable laws, codes, regulations and standards (based on assignment)
Providing customer service and maintaining business relationships
Utilizing a computer and relevant software applications
Utilizing communication and interpersonal skills as applied to interactions with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction

Must haves:
Associates degree or 5 years experience
Google Suite experience
Experience setting up hybrid meetings
Highly organized in fast paced environment
Customer service experience

Notes:
100% Onsite
8:00 AM - 5:00 PM