Administrative Coordinator - Workforce Development

Access•Detroit, MI

6d•Onsite

About The Position

Under general supervision, the Administrative Coordinator uses intermediate skills obtained through experience and training to coordinate administrative functions of an assigned division. The employee supports the division by performing a variety of administrative duties such as project management, conference or meeting planning, preparing complex documents, and coordinating activities. Collects, compiles, records, or otherwise gathers data and prepares standard and custom reports with information necessary for decision-making. Works with interdepartmental teams to ensure smooth day-to-day operations of division. This employee may supervise or lead the work of other administrative staff.

Requirements

Intermediate concepts, practices and procedures of office administration
Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
Managing projects with competing priorities
Establish and maintain effective working relationships at all levels of the organization
Provide a high level of customer service
Communicate effectively, both orally and in writing
Work independently as well as collaboratively within a team environment
Organize and prioritize multiple tasks to meet deadlines
High school diploma or GED equivalent
At least 3 years of experience in an administrative assistant or office manager capacity or any equivalent combination of experience, education and/or training approved by Human Resources

Responsibilities

Oversee the smooth operations of administrative functions for an assigned division
Arrange meetings, schedule appointments, complete travel arrangements and may maintain a supervisor or team’s calendar
Manage administrative projects of assigned division including but not limited to check requests and reimbursements, recordkeeping, program reporting, consumer satisfaction surveys, etc.
Plan and execute events for division and full organization
Complete assignments that include creating and proofreading correspondence, forms, tables and somewhat complex reports
Greet clients, screen visitors/phone calls and answer general inquiries and refer clients to appropriate source under established guidelines
Facilitate interdepartmental communications and interactions between internal and external parties
Monitor levels of office supplies for division and order supplies as needed
Sort and file correspondence, articles, reports and other documents in filing system
Conduct research, compile information and data to present findings to supervisor or to prepare presentations
Provide information and simple analysis to aid in recommending the solution for business problems
Recommend methodology as to best coordinate administrative responsibilities
Coordinate work orders for events, maintenance and repair of office equipment
Coordinate with IT team to set up supplies and access for new employees
Monitor the condition of buildings, equipment, vehicles and grounds and coordination of any needed certifications, repairs or renovations
Handle confidential personnel related duties for supervisors to coordinate with the appropriate departments
May pick up supplies from vendors
May pick up and deliver mail from other buildings
Maintain agency confidentiality and clients’ privacy
May represent division on Building & Safety Committee
May be responsible for research, data collection and reporting
May coordinate transportation for clients as needed
May supervise staff
May lead the work of others and provide day-to-day direction
Operate standard office equipment and use required software applications
Perform other duties and responsibilities as assigned