Administrative Coordinator

Administrative Coordinator

We are looking for an Administrative Coordinator to provide day-to-day operational and administrative support for a family-focused division in Oklahoma City, Oklahoma. This contract position is ideal for someone who can keep schedules, records, communications, and team coordination organized while helping create a welcoming and well-organized experience for staff, families, and community partners. The person in this role will work closely with division leadership and program staff to support reporting, event logistics, and smooth internal processes across the department.

Responsibilities:

• Coordinate calendars, meetings, and scheduling needs for division leadership and broader team activities to keep daily operations on track.
• Draft routine correspondence, document meeting notes, and prepare internal communications with a high standard of accuracy and care.
• Maintain orderly electronic and paper records for program, personnel, and financial documentation so information is easy to access and dependable.
• Monitor purchasing-related requests, follow up on order activity, and help track spending details with careful attention to process.
• Respond to incoming calls and direct questions to the appropriate staff member while providing courteous and helpful service.
• Enter, review, and update information in agency databases and tracking tools to support reliable records and reporting.
• Compile data summaries and assist with preparation of materials used for internal reviews, grant-related reporting, and program monitoring.
• Organize logistics for trainings, outreach efforts, and family or community events, including materials, agendas, sign-in documents, and follow-up items.
• Act as a communication hub among advocates, specialists, and leadership, and assist with updates to forms, guides, resource directories, and operational procedures.
• Travel to off-site locations as needed and provide additional administrative support to meet division priorities.