Administrative Coordinator- Materials Management

The Administrative Coordinator provides assistance and support to the Executive Director, other directors and as staff as assigned. The position is responsible for calendars, anticipates and addresses the needs to maximize use of time. This includes balancing commitment, obligations and commitments to ensure their use of time is efficient and effective. This position will demonstrate personal characteristics that include: a professional demeanor, integrity, and a strong work ethic. This position maintains confidentiality of all protected health and sensitive information.

• Oversees administrative operations, including office management, mail handling, supplies, procurement, division timekeeper and related vendor coordination.
• Serves as the primary point of contact for internal and external inquiries; screen, prioritize, route, and escalate calls, visits, and correspondence as appropriate.
• Prepares, distributes, and maintains meeting documentation, including agendas and minutes for division, committee, and special meetings.
• Manages calendars and scheduling, including meetings, travel, conferences, and department activities; prepare agendas, materials, and presentations.
• Drafts, proofreads, and manages correspondence, reports, presentations, and business documents; ensure accuracy, clarity, and proper file maintenance.
• Provides research and administrative support for special projects, including gathering, analyzing and presenting information that impacts organization operations.
• Oversees and manages corporate gas cards, including issuance, usage tracking, and problem resolution.
• Oversees and manages corporate office supply and Amazon procurement, including PO order placement, issue resolution and tracking.
• Coordinates renewal of corporate vehicle registration and tags in accordance with required renewal cycles (every 1-2 years).
• Maintains efficient utilization of all resources.
• Maintains a valid driver’s license and satisfactory driving record.

Minimum Education

• High School Diploma or Equivalent Required

Minimum Work Experience

• 2 years administrative support experience Required