Administrative Coordinator Jobs

About The Position

Requirements

• Associate degree in a relevant field (e.g., Business Administration, Nonprofit Management, Communications) from an accredited college or university preferred.
• An additional 2 years of work experience as detailed below can be substituted in lieu of an associate degree. High School Diploma or equivalent required.
• At least 2-5 years’ experience as an administrative assistant with a broad range of skills in office administration, operations and clerical work.
• Ability to adapt to changing priorities
• At least 1-2 years’ experience managing/supervising employees
• Must be proficient in Microsoft Office Suite including Microsoft Excel to provide timely reports
• Adaptable and ambitious with good problem solving and team working skills
• Detail oriented, well organized with deep knowledge of making administrative and procedural decisions
• Experience working with youth and young adults
• Must pass a BCI/FBI criminal background check as a condition of employment
• Must have reliable transportation for travel to various work sites
• Belief and commitment to Y.O.U.’s mission, vision, and values
• Excellent interpersonal skills including ability to develop and maintain effective working relationships
• Highly attentive to details
• Strong organizational and communication skills
• Ability to juggle multiple tasks and initiatives at once
• Ability to work in a result-oriented and data driven environment
• Comfortable using database management systems
• Be flexible to handle potential changes in daily plans quickly
• Ability to work independently and as part of a team under minimal supervision

Responsibilities

• Endorse office security and confidentiality and promote positive office morale.
• Assist with coordination of office support for summer program staff, Compliance and Administrative Teams, internal/external clients and staff, and coordinating supplies and administrative support for off-site activities as needed.
• Maintains summer office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinating/managing running lists of projects/priorities/calendar items of program assistants.
• Coordinates team of Program Assistants to ensure team project and task deadlines are met.
• Ensuring file maintenance, integrity, and storage in accordance with and as required by eligibility determination processes, and in compliance with established policies and procedures.
• Ensures operation of equipment and timely reporting of issues to Facilities Coordinator.
• Weekly status updates to Manager of Compliance to ensure coordination with the Summer Youth Employment Program management staff and team leads.
• Assist the Manager of Compliance with the organization’s internal and external audit processes and compliance risk assessments and will take responsibility for monitoring organizational business activities for compliance with applicable rules and regulations.
• Review and recommend improvements in administration flow processes to Manager of Compliance.
• Work with Manager of Compliance to create reports and processes for orientation tracking to improve reporting.
• Assist with third-level reviews of participant files.
• Complete year-end final review of participant forms and editing as necessary to be approved by Manager of Compliance.
• Coordinate program year process review for administration and third-level positions to guide changes and implement improvements.
• Ensure program management is provided documentation and training on process improvements.
• Create calendar of documentation due dates for inclusion into final participant files.
• Responsible for ensuring adherence to the functions and flow of file room processes including but not limited to participant file management, maintenance, and storage.
• Support Facilities Coordinator with Y.O.U. meeting and event space preparation and operation.
• Other duties as assigned.

Benefits

• Medical, dental, vision benefits available with coverage beginning the first of the month following date of hire.
• Company paid life insurance, AD&D, Short-Term Disability, Parental Leave, Employee Assistance Program and Long-Term Disability
• Retirement Plan with generous employer contributions
• Generous paid time off package including 17 paid holidays
• Professional Development Assistance Program