Administrative Coordinator

The Administrative Coordinator is responsible for coordinating the day-to-day administrative operations and office systems for the Education Department. This role oversees regulatory documentation and compliance with applicable mandates, supervises administrative support staff, and ensures efficient office operations. The Administrative Coordinator serves as a key resource in maintaining organized workflows, supporting departmental leadership, and ensuring administrative processes are completed accurately, timely, and in accordance with organizational and regulatory requirements.

• Use discretion and independent judgment involving the comparison and evaluation of possible courses of conduct. Their judgments may affect business operations or have a significant financial impact.
• Has the authority to waive or deviate from established rules or policies but will always keep open the lines of communication of such issues with their direct supervisor and/or upper administration, as this makes for best business practices.
• Has reasonable input into decision of who to hire, transfer, suspend, lay off, recall, promote, discharge, reward or discipline, adjust employees’ grievances, assign duties and schedules, and responsibly direct employees they supervise.
• Ensure a division of work duties with other office staff and oversees their quality of work.
• Create the scheduling of duties and the upkeep of office calendars for office staff and consults with the VP, COS & Director as needed.
• Oversee specialized projects to ensure the effective and efficient running of the Department.
• Assist with the response format to Program audits.
• Assist in the preparation of annual trend reports, applications and data collection.
• Oversee document management with the Department using established guidelines.
• Oversee and approve the submission of designated office system supply orders.
• Work closely with the VP, COS, Director and/or Education Coordinators with day-to-day staff-related issues such as attendance, punctuality, receipt of requested paperwork, etc.
• Coordinate and arranges meetings and ensures agenda is distributed and may be asked to participate in various meetings as required.
• Conduct meetings with office staff to share information and monitor office needs and functioning.
• Maintain special projects, charts, lists, or forms as required.
• Maintain the personnel records of the Department – ensuring Human Resources has the originals of all documents.
• Schedule appointments and relay general business information to callers.
• Read and comprehend instructions, correspondence, and memos. Compose routine reports, memos, responses to usual correspondence, etc.
• Ensure the high quality of all office functions, including typing, filing, copying, faxing, telephone work, etc.
• Mandatory attendance at required in-service training, along with ability to absorb and demonstrate compliance with all regulations and Heart Share policy and procedure requirements is required for this position.
• Keep track of certificate renewals.
• Assist in manage all users in TEAMS.
• Oversee the maintainance of student Medical Records
• Create, prepare and maintain staff database. (medicals, DOH trainings, certifications etc.)
• Occasionally travel to provide training to new administrative assistants at all locations.
• Attendance/Punctuality is consistently at work and on time. Ensures work responsibilities are covered when absent. Arrive at meetings and appointments on time.

• Supervise the office staff of the Department and others as assigned by VP of Education or COS.

• The environment in the office setting offers no unusual situations, although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy, occasionally noisy office, with many people and distractions daily. Travel between various sites by means of public or private transportation is required, with weather conditions unpredictable.

• Associate degree required.
• Minimum of 2-5 years of administrative experience, preferably within an education, healthcare, nonprofit, or…