Administrative Coordinator

Must-Have Qualifications

• Associate degree or at least 5 years of relevant experience.
• Experience using Google Suite.
• Experience setting up and coordinating hybrid meetings.
• Strong organizational skills and the ability to work in a fast-paced environment.
• Customer service experience.

Position Summary

The Administrative Associate Coordinator is responsible for planning, organizing, coordinating, and overseeing a variety of moderately complex administrative and general office support functions essential to the operations of assigned executive(s).

This position typically reports directly to a Dean, Associate Vice President, District Director, AZ SBDC State Director, Senior Associate Vice President, Associate Vice Chancellor, or Vice President. The scope of administrative functions and services varies according to the operational needs of the assigned office.

The role focuses on providing comprehensive administrative support, including coordinating and disseminating information, tracking and maintaining records, preparing documents and correspondence, and developing reports, forms, and spreadsheets.

Position Distinctions

Program Coordinator: Unlike a Program Coordinator, whose primary responsibilities involve research, preliminary analysis, program execution, and transactional support, the Administrative Associate Coordinator focuses primarily on administrative and office support functions.

Administrative Specialist Senior: This position handles less routine and less predictable assignments with increasing regularity.

Key Responsibilities

• Prioritize and schedule work assignments, seeking supervisory input when handling unusual or non-routine tasks.
• Assist and guide lower-level staff by providing work instructions and relevant information.
• Lead assigned staff, monitor work assignments, and ensure tasks are completed as required.
• Provide input on staff performance, hiring, disciplinary matters, and recruitment activities when assigned.
• Schedule, coordinate, and perform administrative and general office activities in support of assigned executives and programs.
• Coordinate, monitor, and troubleshoot projects, programs, and initiatives while keeping executives and stakeholders informed of progress and deadlines.
• Collaborate with other departments to gather information, report data, and facilitate communication.
• Manage executive calendars and schedule in-person and virtual meetings, events, seminars, and conferences. Ensure required attendees, documents, and meeting links are coordinated.
• Arrange business travel, including transportation, reservations, schedules, and itineraries.
• Attend meetings, take notes, document action items, and follow up on commitments made by staff.
• Serve as the primary point of contact for executives, departments, and divisions, responding to internal and external inquiries and explaining policies, procedures, and regulations.
• Compile and enter data for charts, graphs, directories, databases, summaries, reports, and correspondence.
• Monitor budgets and expenditures, prepare reports, track progress, and assist with purchasing activities.
• Research and resolve budget discrepancies, fiscal issues, and related transactions.
• Research relevant information, compile supporting documents, review departmental procedures, and recommend process improvements or corrective actions to support compliance.
• Assist with requisitions, purchasing, storage, inventory tracking, help desk tickets, office supplies, lease agreements, equipment maintenance agreements, and facilities equipment, as needed.
• Use standard office software to create, edit, proofread, and correct documents for grammar, accuracy, and language.
• Prepare documents, correspondence, speeches, briefs, presentations, forms, notes, meeting minutes, reports, charts, and graphs, including transcribing handwritten notes when necessary.
• Create forms, templates, and automated documents for internal use using standard office software.
• Support departmental mail services, including receiving, routing, dispatching, and tracking packages.
• Track and monitor equipment maintenance and service-level agreements when required.
• Assist with preparing and submitting documents, correspondence, forms, reports, and data to local, state, or federal regulatory agencies.
• Maintain confidentiality and safeguard sensitive information, records, materials, and documents.
• Assist in developing presentations, training materials, graphics, web pages, reports, and communications as directed by the supervisor.
• Stay current with procedural requirements, policy updates, and relevant administrative changes.

Required Skills and Competencies

• Coordinating deadlines, prioritizing workloads, and assigning or monitoring work performed by others.
• Applying established rules, processes, procedures, practices, and policies to routine and nonstandard administrative assignments.
• Troubleshooting and resolving administrative issues related to assigned projects, programs, and functions.
• Composing, designing, formatting, editing, and proofreading documents, correspondence, presentations, and other communications.
• Organizing, updating, and maintaining electronic and physical records, files, databases, and documentation.
• Researching and analyzing information from multiple sources, identifying relevant details, and resolving conflicting information.
• De-escalating conflicts, resolving problems, and responding professionally to inquiries.
• Monitoring inventory, purchasing activities, and procurement control procedures.
• Managing competing priorities, organizing tasks, and meeting deadlines in a fast-paced environment.
• Performing business math calculations and monitoring budgets, expenditures, and proposals.
• Maintaining accuracy through attention to detail, proofreading, and error correction.
• Training, coaching, and providing direction to staff to ensure established standards are met, as assigned.
• Interpreting and applying applicable laws, codes, regulations, and standards, depending on the assignment.
• Providing excellent customer service and maintaining effective professional relationships.
• Using computers, office productivity tools, and relevant software applications effectively.
• Demonstrating strong written, verbal, interpersonal, and communication skills when interacting with coworkers, supervisors, the public, and other stakeholders.

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