Administrative Coordinator

Position Description

The Administrative Coordinator provides high-level confidential administrative support to a pool of 5-6 UNOS Directors. The Administrative Coordinator will play a crucial part in supporting the operational efficiency of our organization by managing various administrative tasks and providing essential support to the Director team. The Administrative Coordinator manages the day-to-day administrative affairs of the Directors, scheduling appointments, coordinating administrative tasks, managing travel, and overseeing office administrative operations. The ideal individual is someone who is proactive and resourceful and thrives in a dynamic environment.

Key Responsibilities

• Calendar and Meeting Management: Coordinate and manage schedules for Directors, including arranging meetings, appointments, and conference calls. Ensure timely communication and updates regarding meeting schedules and agendas.
• Expense Reimbursement Management: Facilitate the reimbursement process for Director-incurred expenses, including accurately recording and tracking expenses, preparing expense reports, and liaising with finance personnel to ensure timely reimbursements.
• Onboarding and Offboarding Support: Assist with the onboarding process for new staff members by coordinating orientation schedules, preparing necessary paperwork, and providing logistical support. Similarly, support offboarding processes by facilitating necessary paperwork.
• Logistical Coordination: Coordinate logistical arrangements for large planned meetings, including venue selection, catering, audiovisual equipment setup, and attendee accommodations. Additionally, manage office supplies inventory to ensure adequate stock levels.
• Collaboration: Actively contribute to our culture of collaboration and knowledge sharing. This entails working closely with administrative staff across functional areas to share best practices, streamline processes, and foster a cohesive support team environment.

Minimum Requirements

• 2+ years of administrative support experience required. 3-5 years strongly preferred.

Critical Skills

• Proficiency in Microsoft Office suite (Teams, Word, Excel, PowerPoint, Outlook)
• Ability to operate independently and meet deadlines on time with limited supervision
• Ability to work in an open, transparent and collaborative environment
• Exceptional organizational abilities
• Experience managing schedules for multiple leaders facing multiple demands and competing priorities
• Professional demeanor as well as excellent oral and written communications skills
• Attention to detail and ability to work under pressure, and adapt quickly to shifting priorities

Additional Skills & Qualifications

• Excellent problem solving skills
• Knowledge of SharePoint desired
• Ability to learn new software applications quickly

Education

• High school diploma or equivalent. 4-year degree in business or other related field of study highly desired.

Physical Requirements

• General office demands
  
  
  
  • Prolonged periods of sitting at a desk and working on a computer.
  • Frequent reaching, handling, and fine manipulation for using office equipment, filing, and managing paperwork.
  • Manual dexterity sufficient to operate a keyboard, mouse, and other office tools.
  • Occasional standing, walking, and bending.
  • Ability to lift up to 10-20 pounds occasionally.
  • Vision abilities required include close vision for computer work and reading documents.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.