Office Coordinator

FLSA Code: Non-Exempt

This is a Full-Time in person role on Martha's Vineyard.

Position Summary: The Office Coordinator provides administrative and operational support to ensure the efficient functioning of the Human Resources Department. This role facilitates HR administrative processes, assists with MV Bank Charitable Foundation initiatives, coordinates internal/external events, and manages general clerical operations. This is a full-time, 40-hour-per-week position. While standard business hours generally apply, occasional evening and weekend availability is required to support special events and time-sensitive projects.

• Organize and deliver items related to employee experience initiatives and marketing.
• Order and manage proper storage of MV Bank merchandise for events and employees including holiday gifts and welcome swag.
• Create and process COBRA notices as needed.
• Send authorization emails for credit and background checks for potential candidates as directed by the Head of HR. 
• Act as the lead for the Bank’s Wellness Initiative.
• Prepare and distribute correspondence memos and letters to employees as needed.
• Support team by performing tasks related to organization of various areas of the department.
• Assist in organizing employee, Bank, community and Foundation events.  Complete tasks associated with assuring events run smoothly. 
• Maintain office supplies inventory for Edgartown Main office by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for office supplies.
• Maintain Coke and Island Source Relationships.
• Clean and prepare new hire office and desk space.
• Organize office common area.
• Organize and disperse employee anniversary gifts 
• Order and maintain note card inventory for the offices.
• Help Coordinate the School Banking Program
• Prepare a weekly newsletter through HubSpot updating our employees on events, initiatives and important internal information. 
• Manage department vendor management processes and procedures.
• Process business card orders for all staff.
• Order all name plates and name tags
• Put together all new hire bags
• Administrative support for the Facilities Manager, Community Engagement Director and the Executive Assistant to the Bank President.

• Recognize and demonstrate the Bank’s Core Values:
  • We value and respect the contribution of each member of the team. 
    • We work together to support our mutual goals.
    • We foster an inclusive, non-hierarchical environment.
    • We gain a sense of fulfillment through our contribution to the whole. 
    • We manage client and company resources responsibly. 
  • We are passionate about our craft. 
    • Each day our effort is focused on doing better than the day before. 
    • Be curious. 
    • Expect the highest quality work from ourselves. 
    • Enable our creativity with continuous self-improvement. 
  • We go out of our way to do the right thing. 
    • Going the distance to do right by our customers and colleagues. 
    • Protect the confidentiality and privacy of our customers – no matter what.  
    • Embody the gold standard of professional ethics. 
    • Avoid even the appearance of impropriety. 
  • We are candid and kind.
    • Our integrity, built on the trust of our community and among our peers, depends on our ability to communicate with respect, honesty, and candor. 
    • Have the courage to be honest. 
    • Trust and empower individuals. 
    • Hold each other accountable to uphold our values.
• Maintain knowledge of services in area of responsibility.
• Maintain basic knowledge of related state and federal banking compliance regulations. 
• Demonstrate understanding and adherence to Bank Security procedures.
• Work within procedural limits of position.
• Any other tasks or projects assigned by supervisor.

Position Qualifications

Physical & Environmental Aspects