What are the responsibilities and job description for the Administrative Coordinator position at TALENT Software Services?
Description:
Job Summary: Reporting to the Assistant Director of Administration, this position works in a work environment of multiple and conflicting priorities. The person in this role has to anticipate/resolves problems and update the Assistant Director of Administration on the status of projects. Time Frame Looking for a temporary worker to start sometime in the third week of October. This temporary position is for a duration of 60 days from the hire date. If the vacant administrative coordinator role is not filled by the end of November, this position could be extended to 90 days. Job Specific
Responsibilities Financial Administration
Job Summary: Reporting to the Assistant Director of Administration, this position works in a work environment of multiple and conflicting priorities. The person in this role has to anticipate/resolves problems and update the Assistant Director of Administration on the status of projects. Time Frame Looking for a temporary worker to start sometime in the third week of October. This temporary position is for a duration of 60 days from the hire date. If the vacant administrative coordinator role is not filled by the end of November, this position could be extended to 90 days. Job Specific
Responsibilities Financial Administration
- Provides financial administrative work for a large, complex budget.
- Using client's financial database systems, monitors costs and reconciles departmental funds.
- Prepares reports used to track and forecast expected income.
- Manages check requests and processing for all income generating events. Resolves billing discrepancies and refund requests.
- Supports billing and payment processes including invoices, reimbursements, credit vouchers etc.
- Creates and processes journals.
- Supports departmental vendor relationships and handles order and billing related questions. Processes student stipends/grants.
- Creates and maintains internal tracking Excel spreadsheets for budgetary planning purposes. Human Resources Administration
- Provides HR administrative coordination for a team of 28 full-time staff plus student workers.
- Helps with the coordination and promotion of staff engagement events.
- Supports HR job searches including posting positions, collecting, and organizing resumes, tracking applicants.
- Helps on and off boarding of all staff.
- Supports hiring and onboarding/offboarding of students and seasonal temporary workers. Office Management and Administration Coordination
- Organizes, maintains, and tracks office and technology inventories and event supplies.
- Maintains financial and HR files in line with Records Management Schedule.
- Orders supplies as needed using Harvard's eProcurement/supplier platform.
- Organizes and distributes information to staff regarding building updates.
- Submits building maintenance work request orders and follows up to resolve issues. October 2024 Participates in a range of office-wide events including Open houses, Career Fairs, Professional development workshops, intra-and inter-department, and college wide meetings.
- Performs other administrative responsibilities as needed.
- Excellent organizational skills with ability to prioritize work in an environment with multiple and conflicting interests.
- Proven project and/or program management skills. Ability to work independently with minimal supervision.
- Strong interpersonal, communication and problem-solving skills.
- Experience maintaining confidentiality and uses initiative/judgment and tact/discretion.
- Experience using Excel spreadsheets, financial and HR databases; Office 365, SharePoint, and other related platforms.
