What are the responsibilities and job description for the Administrative Coordinator position at INPO?
Summary of Purpose:
Works independently to provide administrative support to a team or teams in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects. Provides professional, confidential, mid-level administrative support by assisting in leading and coordinating administrative work and projects. Workflow complies with deadlines and priorities.
Essential Functions:
- Communication
- Composes, prepares, proofreads and edits communications and existing documents for both internal and external stakeholders
- Scheduling and planning
- Maintains and coordinates cross-functional action tracking logs, calendars for leadership team and department, workshops, working meetings, webcasts, and makes travel arrangements as needed
- Record keeping
- Maintain and coordinate department websites, relevant systems, files, and department specific documents
- Administrative support
- Provide general administrative assistance which can include distributing and coordinating ingoing and outgoing mail, supplies, equipment, and facilities as needed
- Assist in providing necessary training to new team members
- Project coordination
- Coordinates special projects as appropriate
- Performs other duties as assigned
Knowledge, Skills, and Abilities
- Strong knowledge and proficiency in Adobe, Microsoft Office 365, including Word, Excel, Outlook, OneNote, PowerPoint, Teams and SharePoint
- Strong knowledge of scheduling and managing virtual meetings using Zoom, Teams, WebEx and other virtual meeting platforms
- Strong verbal and written communication skills to interact professionally with colleagues and external contacts
- Strong organizational, time-management, problem-solving, and decision-making skills
- Ability to maintain strong attention to detail (minimal errors) and produce high quality work products
- Ability to effectively learn, use, and manage technology
- Ability to work independently as well as in teams/groups
- Ability to work and maintain confidentiality of highly sensitive, private information
Education, Licenses, and Certifications
Required
- High School Diploma or GED
Preferred
- Bachelor’s degree from an accredited institution
- IAAP Certified Administrative Professional (CAP certification)
- Professional Administrative Certification of Excellence (PACE certification)
Experience
Required
- At least one year of administrative support experience
Preferred
- At least two years of administrative support experience
- Advanced skills in Microsoft Office products
Additional Requirements
Work Context
- Prolonged periods of sitting at a desk and working on a computer
- Works under minimal supervision
- Must be able to sit, stand, walk, stoop, kneel, crouch, climb, and crawl
- Must be able to lift 25 pounds
General Requirements
Behaviors and Assessments/Additional Requirements
- Employment is dependent upon successfully completing a pre-employment background check and drug and alcohol test
- This position may require obtaining unescorted access status
- This position requires direct or indirect access to certain export-controlled technology, for which INPO may be required to obtain an export license in accordance with applicable U.S. export control laws and regulations. If an export license is required, any offer of employment at INPO for this position is contingent upon receipt of the export license or authorization
