Administrative Support Coordinator

The Southeastern Council on Alcoholism and Drug Dependence, Inc.•New London, CT

1d•$24 - $26•Onsite

About The Position

The Administrative Office Coordinator promotes organizational efficiency by maintaining organized systems, coordinating communications and office resources, preparing accurate records and reports, and contributing to a positive, professional work environment. This role provides comprehensive administrative support to the administrative office and coordinates the day-to-day administrative operations to ensure efficient office workflow.

Requirements

Associate’s degree with at least two years of related experience. An equivalent combination of education and experience may be considered.
Strong organizational, time-management, written communication, verbal communication, and customer-service skills.
Ability to manage multiple priorities, maintain accurate records, meet deadlines, and work effectively in a fast-paced environment.
Proficient with Microsoft 365 applications, including Teams, Outlook, Word, Excel, and PowerPoint, and the ability to learn applicable agency software.
Ability to maintain confidentiality and appropriately handle sensitive information.
A valid driver’s license and ability to drive an agency vehicle may be required when travel or assigned duties include transportation, deposits, or support at another location.

Responsibilities

Provide administrative support to the CEO and other senior leaders as assigned, including scheduling assistance, meeting preparation, correspondence, document formatting, copying/scanning, packets, and other administrative projects.
Prepare communication and reports on behalf of leadership, ensuring accuracy, professionalism, confidentiality and alignment with organizational standards.
Serve as the primary administrative contact for the SCADD Administration Office and the Center for Knowledge and Professional Development; greet and direct visitors; answer/reroute general calls; maintain common administrative areas; coordinate incoming/outgoing mail, deliveries, interoffice mail, and couriers; monitor office supplies and place approved orders; coordinate service calls for copiers and other shared office equipment; and communicate building-related needs to the appropriate department.
Maintain administrative building conference-room calendars; coordinate room reservations and resolve scheduling conflicts; prepare rooms for meetings and training; coordinate refreshments/materials when needed; and ensure rooms are reset afterward.
Coordinate travel arrangements for staff attending conferences, trainings, and other business-related events, including registration, transportation, lodging, itineraries, and related logistics, in accordance with SCADD policies and approved budgets.
Serve as a resource for staff regarding administrative processes, forms, directories, meeting logistics, and general questions.
Maintain inventory of office and meeting supplies; coordinate approved purchases and POs; receive and distribute orders; maintain basic purchasing documentation; and work with Finance to ensure appropriate paperwork is submitted.
Provide administrative/logistical support for SCADD events including but not limited to, training, staff events, and community activities. Responsibilities might include registration lists, name tags, assembling materials, mailings, supply preparation, and day-of administrative support.
Maintain organized electronic and physical administrative files; prepare correspondence and documents; assist with data entry; maintain templates/forms; archive records according to SCADD procedures; and handle confidential information appropriately.
Submit and track maintenance requests; coordinate with appropriate facilities teams for repairs; communicate planned building work or disruptions; maintain building access/key lists as appropriate; report safety concerns; and ensure common areas, conference rooms, kitchen areas, and supply areas remain organized.
Support special projects, data collection, meeting preparation, organizational initiatives, and administrative coverage as assigned.