Office Administrative Coordinator

The Information Technology Department is seeking a highly organized and proactive Administrative Coordinator to support departmental operations and executive leadership. This position is responsible for coordinating building-related needs, planning and preparing for meetings, greeting and assisting visitors, supporting the Director with correspondence and scheduling, and managing departmental payroll and hiring processes.

EXECUTIVE SUPPORT
The Administrative Coordinator works independently under the general direction of the Department Head, providing comprehensive administrative support to a staff of approximately 95 employees working in highly technical disciplines. The incumbent must consistently maintain confidentiality and handle sensitive information in accordance with City policies and procedures.
Key responsibilities include:

• Prioritizing and completing administrative tasks supporting supervisors and staff
• Conducting research on various topics, best practices, and City processes as assigned
• Preparing correspondence, memos, reports, schedules, and documents
• Scheduling appointments, managing calendars, and coordinating meetings
• Arranging travel accommodations and logistics
• Maintaining effective communication with City-wide contacts to arrange meetings and coordinate activities
• Collaborate effectively with staff across departments and build professional relationships citywide
• Anticipate needs, identify solutions, and proactively support staff and leadership
• Supporting a department that serves every City employee, multiple vendor partners, and members of the public, requiring strong communication skills across diverse groups

• Facilitating new hire onboarding
• Processing semi-monthly and weekly payroll
• Serving as the liaison to Human Resources for Family Medical Leave, absence management, and employee relations matters
• Coordinating resources, managing deadlines, providing reminders, and ensuring supervisors have the appropriate forms and policy information
• Supporting the department in meeting all personnel-related deadlines and requirements efficiently and accurately

• Offering information about departmental programs and services
• Making appropriate referrals and assisting callers/visitors in locating needed resources
• Coordinating special events, workshops, seminars, and departmental services
• Representing the department and/or the City on committees, teams, and task forces as assigned

• Previous administrative support experience for a dynamic and highly technical team;
• Demonstrated skills in organization and initiative;
• Ability to comply with policies and procedures with little supervision;
• Proficient in written communication for composing executive level documents;
• Strong verbal communication skills for interacting with stakeholders and representing the department in various committees and work groups.