Admin Coordinator - Part Time #26-21668
About The Position
This is a part-time contract role for an Admin Coordinator, estimating 25 hours per week. The position is remote but requires flexibility to accommodate PST business hours. The primary responsibilities include managing complex calendars, coordinating domestic and international travel, and handling expense reporting. The role also involves managing complex administrative support activities, assisting supervisors with management issues, coordinating meetings, leading administrative projects, and providing status reports. Additional duties include compiling documents for submissions, formatting, distribution, taking and transcribing meeting minutes, project tracking (budget, database, timelines), and interacting with outside vendors and management.
Requirements
- Administrative support experience
- Comfortable using multiple computer systems
- Able to shift gears and be comfortable with ambiguity
- Must be able to recognize priorities and reorganize priorities for staff that they are supporting
- Proactive in thinking and able identify potential issues
- Track action items
- Provide ongoing communication to team to stay on track
- Look for areas of continuous improvement
- Concur
- Workday
- Teams
- MS Outlook
- Word
- Excel
- PowerPoint in an office setting
- Associate degree and 2 years of experience OR 2 years in a technical school setting with hands-on experience OR High school diploma / GED and 4 years of experience
- Complex Calendar Management
- Travel & Expense Coordination
- Executive-level Discernment, Confidentiality and Professionalism
Responsibilities
- Managing multiple and/or complex calendars
- Coordinating domestic and international travel arrangements
- Managing expense reporting
- Managing complex administrative support activities
- Assisting supervisor in coordination of management issues (reviews, goals, department/staff goals and objectives)
- Independently coordinating calendared meetings and complex onsite/offsite meetings
- Leading administrative projects
- Providing management with status/activity reports
- Assisting staff members with compiling documents for submissions, formatting, and distribution
- Taking, transcribing, and distributing meeting minutes
- Project tracking (budget, database, timelines)
- Interacting with outside vendors and various levels of management
- Managing complex calendars, scheduling meetings across global time zones
- Coordinating domestic and international travel, including expense reporting via Concur
- Preparing and proofreading correspondence, reports, and presentations
- Supporting department operations such as onboarding/offboarding, technology set-up, and workspace coordination
- Partnering with other administrative professionals and functional areas to ensure alignment and communication
- Collaborating on special projects and events as needed
- Assisting with budget tracking and vendor coordination
- Maintaining confidentiality and professionalism in all interactions
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
