Coordinator, NST Administration and Facilities Operations
About The Position
The Coordinator, NST Administration & Facilities Operations supports the daily operations of the Network Support Team (NST) while serving as the primary administrative coordinator for the Facilities Systems department. Reporting to the NST Office Manager and maintaining a dotted-line relationship with the Director, Facilities Systems & Operations, this position ensures efficient front-office operations while providing high-level administrative, systems, financial, and communications support for facilities operations. The Coordinator manages reception and office logistics, supports the administration of the Facilities Management System (CMMS), coordinates departmental communications, tracks budgets and purchasing activities, maintains operational records and reporting, and provides administrative support for facilities leadership. This role serves as a critical operational partner, ensuring accurate data, efficient workflows, exceptional customer service, and a welcoming environment for both visitors and staff.
Requirements
- Ability to relate to a diverse population of people is a must
- Advanced proficiency in technology, including Microsoft Office: Outlook, Word, Excel and PowerPoint, and MS Teams or similar collaborative technology; the ability to learn new programs/software quickly
- Proven experience multitasking, organizing, and prioritizing work
- Ability to handle requests and inquiries and respond promptly
- Perform duties with a high degree of professionalism
- Manage multiple schedules and logistics
- Ability to communicate clearly, professionally, and promptly.
- Ability to provide exceptional customer support and assistance to ensure customer satisfaction and loyalty
- High School Diploma or GED, required
- Microsoft Office Suite proficiency
Nice To Haves
- Associate’s degree, preferred
- Two (2)+ years of administrative support or office coordination experience preferred.
Responsibilities
- Provide administrative support and clerical support for the central office, including phone coverage, mail processing, and database management.
- Respond to inquiries received via phone, email, or in-person, directing requests to the appropriate department or staff member.
- Assist visitors, parents, and community members with questions, complaints, and requests for services
- Create and maintain databases such as Excel, Google Drive, and MS Office
- Maintain inventory of office supplies for the front office
- Ensure conference rooms are prepared for staff meetings
- Maintain a positive and welcoming environment for guests, visitors and NST staff
- Support special projects, strategic initiatives, and other administrative duties as assigned.
- Provide direct administrative support to the Director of Facilities Systems & Operations
- Prepare reports, presentations, spreadsheets, and departmental correspondence
- Coordinate meetings, training sessions, and logistics for the Facilities team
- Maintain departmental files, policies, procedures, and reference materials
- Coordinate communications between Facilities Systems, Regional Facilities Managers, vendors, schools, and Network Support Team departments
- Track departmental expenditures and maintain budget monitoring systems
- Assist with purchase order preparation, invoice processing, and payment tracking
- Monitor office and facilities supply inventories and coordinate replenishment
- Coordinate the operational logistics for NST professional development events, including meeting space, participant registration, materials, and refreshments.
- Completes other duties and special projects, as assigned.
Benefits
- 403(b) retirement plan for PA employees (with a 5% match from Mastery for full-time employees)
- Enrollment in the State of New Jersey Pension Plan for NJ employees
- Robust Employee Assistance Program
- Mental health and counseling programs
- Annual Professional Development Fund
- Discounts and perks at a myriad of retailers, travel organizations, insurance providers, and so much more
- Access to the HealthAdvocate Helpdesk to help you navigate various benefits-related topics.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
