Administrative Office Coordinator

Sevita•West Boylston, MA

4d•Onsite

About The Position

Our Administrative Office Coordinator provides administrative support for our Futures BTC Center in West Boylston, MA, which may include coordination of building maintenance, office equipment, and purchasing. Supervises work flow of administrative staff under the direction of a manager or director. May also perform administrative duties such as scheduling, preparing correspondence, answering telephones, and filing. May also provide program operations support. This is a Center based role, Monday - Friday.

Requirements

Scheduling experience required
2-3 years of experience in administrative support.
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Nice To Haves

Associates degree in related field preferred

Responsibilities

Supports Managers, Directors, Executives and Officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
Coordinates work performed and plans, organizes, delineates and schedules duties and responsibilities of office or department staff.
Provides backup support for administrative staff to cover phones and other duties as needed.
Assures that appropriate training and continuing in-service training instruction is received by all assigned personnel as needed.
Coordinates the administrative functions for the department such as billing, accounting, payroll and other related activities, as needed.
Develops systems/reports which guide and support administrative operations, as needed.
Assists in preparation and maintenance of contracts and contract proposals.
Coordinates space planning, lease formalities and office automation.
Coordinates operational matters as building maintenance/repair, office equipment and purchasing.
Maintains and develops relationships with vendors, including getting quotes.
Organizes, plans and attends department/program meetings, retreats, trainings and events, as required
May assist with Human Resource related tasks including interviewing, hiring, orientation, and training and performance evaluations, processing paperwork and maintaining employee records.
Maintains databases such as the Network’s Census system.
Processes and maintains payroll and invoices/accounts payable for all disciplines within the office or department.
Investigates all discrepancies and resolves all payroll problems.
Performs timekeeper responsibilities for assigned employees as required
May act as central contact for disseminating information from departments, offices, states and regions
Performs other related duties and activities as required.