Administrative Coordinator

As the first face and voice of the ESBA Dublin Facility, the Administrative Coordinator provides administrative and clerical support as approved and delegated by the Office Manager. The Administrative Coordinator will implement and optimize key administrative functions within the organization, while supporting defined goals, objectives and policies under the supervision of the Office Manager.

ESSENTIAL JOB FUNCTIONS

• Greet employees, clients, visitors, guests and contractors and ensure that they sign in/out and are wearing their assigned badges, clearly visible, in accordance with ESBA’s security policy.
• Provide excellent customer service and be a resource for general questions, such as location of office supplies, requests for conference room, or other office related inquiries.
• Maintain inventory of office supplies, submit order request, receive delivery and restock supply area.
• Responsible for ensuring common work areas, such as break room/kitchen, copier, copy-room, conference rooms and general work areas, are clean, sufficiently supplied and operational throughout the workday and upon departure.
• Assist with Outlook calendar and meeting room reservation systems.
• Ensure that Protected Health Information (PHI) that may be unclaimed in the copy areas is removed and placed in the shredding bin at the end of each workday.
• Interface and provide back-up assistance/support to Facilities Administrative team special projects as assigned by the Manager
• Responsible for opening the office each morning, disarming alarm, retrieving voice mail messages and preparing the shared work spaces for daily business
• Assist with processing, receiving and delivering catering orders
• Manage kitchens to ensure all items are stocked and orderly throughout the day, weekly purge of refrigerators to maintain general health guidelines.
• Conduct monthly walk-through/safety inspection of suite(s) for manager’s review.
• Report suite issues such as restroom maintenance and supply replenishing, lighting/bulb replacement, building grounds issues to Manager who will then submit a request to building maintenance department.
• Monitor paper and toner supply for printers and copiers and replace as necessary.
• Monitor shredding bins capacity and coordinate recycle pick-up schedule.
• Interfaces with IT department as necessary for hardware and security issues.
• Attend staff meetings, in-services, trainings, and other meetings as requested by management.
• Attaining and achieving position competencies in relation to role responsibilities. 

Additional responsibilities and special projects as assigned by Manager:

• May require supporting or providing coverage to office staff at other ESBA locations as needed. May require a high level of multi-tasking in a fast paced setting.
• Responsible for daily monitoring and maintaining the cleanliness and overall physical integrity of the office, clinical treatment, and common areas.
• Receives, prioritizes, organizes, and prepares departmental documentation for scanning into electronic files for retrieval and archiving.
• Reconciling invoices
• Support construction related tasks and direction during internal office moves and build-outs.
• May assist various departments, with clerical projects as assigned and approved by Manager.

QUALIFICATIONS

Minimum Education, Experience & Training Equivalent to:

• Graduation from High School or GED required.
• Associate degree in a related field from an accredited college or university preferred.
• Minimum two (2) years’ experience in administrative support/office management preferred.
• At least 1-2 years of customer service experience required.

 Knowledge, Skills & Abilities:

• Excellent phone etiquette.
• Excellent problem solving abilities.
• Excellent and consistent punctuality and attendance.
• Eagerness and positive attitude.
• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
• Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace.
• Ability to exercise confidentiality and discretion pertaining to the work environment.
• High level of organizational skills and attention to detail
• Administrative experience in a fast-paced organization, preferably a health-care/medical environment
• Need to be able to remain calm, focused and customer-oriented during hectic events.
• Able to consistently demonstrate good judgment and decision-making skills.
• Knowledgeable in using fax copy machine.
• Proficient with Microsoft Office Suite and comfortable with technology and databases. 
• Ability to appropriately interpret and implement policies, procedures, and regulations of ESBA.

Physical Requirements:

• Frequent speaking and listening (25-75%) to clients, staff, and others in the workplace.
• Visual and auditory ability to work with staff and others in the workplace continuously.
• Ability to utilize computer, cell phone (iPhone), fax machine, telephone and copy machine.
• Frequent proofreading and checking documents for accuracy.
• Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace.

CONDITIONS OF EMPLOYMENT

• Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Ability to obtain and maintain clearance through the Office of Inspector General.
• Able to travel to multiple work sites. Reliable transportation needed.
• Must attend any required training.

Time Type:

Part time

Compensation:$23.00 - $26.00 Hourly

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.