Temporary Administrative Coordinator | Workforce Learning & Development

The Home for Little Wanderers•Somerville, MA

173d

About The Position

This is a temporary role, expected to last for 3+ months. The Administrative Coordinator is a vital contributor to the smooth functioning of the Workforce Learning & Development department, offering a broad range of support to team members and assisting with special projects. This team is a small, dynamic, and diverse team of individuals who are dedicated to the provision of a high level of service to the agency and its employees. This role involves preparing and formatting reports, spreadsheets, correspondence and overall organization of training documentation and records. Communication with agency-wide employees is critical in this role to help organize and support ease of access to necessary training to provide high level clinical services to the youth and families served. Under the guidance of the Director, the Administrative Coordinator may research and help implement administrative policies and procedures and contribute to the development and execution of strategies that align with the department's goals. The role will involve the management of departmental databases, generation of reports, tracking of monthly department expenses/billing, and assistance with other projects that involve collaboration with external partners and other internal departments to help initiatives come to life. Maintaining office organization remotely is another key responsibility, which includes scheduling, tracking assignments, and managing tasks that sustain day-to-day operations of the department. In-person receptionist duties, such as welcoming visitors warmly and managing mail and deliveries, copying, maintaining supplies are also part of the role, as needed. This position is ideal for someone who is skilled at organization, enjoys collaboration, and can anticipate and solve problems in a dynamic and professional environment that supports a mission of helping youth and families.

Requirements

Associate degree required; Bachelor’s degree preferred
Two years of administrative experience required
Must have excellent oral and written communication skills
Must be highly proficient with all Microsoft Office applications and Internet Explorer, with the ability to learn new software applications

Responsibilities

Provide word processing, Excel spreadsheet and other computer and administrative support in the preparation of reports, documents, and forms. Under the direction of manager, compose memos and letters
Provide general office organization by coordinating schedules, monitoring progress of assignments and performing routine tasks to ensure continuity of operations
Under the direction of manager research, develop, and implement administrative policies and procedures of tasks
Work as part of team to develop effective strategies to implement objectives
May be asked to manage departmental/program data base and be able to create reports from that data base
May handle petty cash and some monthly billing and/or time sheet reporting
Work with outside partners to provide administrative support if needed
Perform receptionist duties when needed, including greeting all visitors in a friendly and professional manner and informing staff of visitor arrivals
Sort and distribute manager incoming mail and receive deliveries
Assist with mailing, preparation of materials, copying, faxing and distribution
May order and maintain office supplies
May troubleshoot minor problems with office equipment including printers, fax machines, postage machine, and copy machine