Administrative Office Coordinator

Sevita•Indianapolis, IN

About The Position

The Administrative Office Coordinator coordinates administrative support for an office or region within a state, potentially including building maintenance, office equipment, purchasing, and program operations. The role supervises the workflow of administrative staff under the direction of a manager or director and may also perform duties such as scheduling, preparing correspondence, answering telephones, and filing. Employees are expected to perform their work in accordance with The MENTOR Network’s mission.

Requirements

Associate degree in a related field.
2–3 years of experience in administrative support.
An equivalent combination of education and experience that provides proficiency in the listed areas of responsibility may substitute for the stated education and experience requirements.
Travel as needed.
Ability to perform the essential job functions unaided or with reasonable accommodation.

Responsibilities

Support managers, directors, executives, and officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
Coordinate work performed by office or department staff and plan, organize, delineate, and schedule their duties and responsibilities.
Provide backup support for administrative staff, including phone coverage and other duties as needed.
Ensure assigned personnel receive appropriate training and continuing in-service training as needed.
Coordinate departmental administrative functions such as billing, accounting, payroll, and related activities as needed.
Develop systems and reports that guide and support administrative operations as needed.
Assist with preparing and maintaining contracts and contract proposals.
Coordinate space planning, lease formalities, and office automation.
Coordinate operational matters such as building maintenance and repair, office equipment, and purchasing.
Maintain and develop vendor relationships, including obtaining quotes.
Organize, plan, and attend department or program meetings, retreats, trainings, and events as required.
May assist with human resources tasks, including interviewing, hiring, orientation, training, performance evaluations, paperwork processing, and maintaining employee records.
Maintain databases such as the Network’s Census system.
Process and maintain payroll and invoices/accounts payable for all disciplines within the office or department.
Investigate discrepancies and resolve payroll problems.
Perform timekeeper responsibilities for assigned employees as required.
May serve as a central contact for disseminating information from departments, offices, states, and regions.
Perform other related duties and activities as required.