Administrative Coordinator II—Full-Time–Birmingham, Alabama
[Day Shift]
Starting Pay: $21.50 per hour
Position Summary
This Administrative Coordinator is responsible for ensuring the smooth operation of building facilities, office supplies, and automobile maintenance for designated offices. This role assists with routine building maintenance, coordinates office supply purchases, oversees vehicle upkeep, and ensures up-to-date emergency disaster preparedness plans are available for each office. The Administrative Coordinator also assists with various administrative tasks, including bank deposits, asset management, and contract management to support the day-to-day operations of ASN.
Responsibilities refer to the specific day-to-day tasks, duties, and functions that are essential to an employee’s role. These are the “what” of the job – defining concrete actions like managing projects or overseeing processes.
General Responsibilities:
- Perform additional tasks in services.
- Understand ASN’s core values and mission.
- Be accountable – be open and approachable to receiving information about improvement.
- Participate in one-on-one meetings.
- Focus on progress over results.
- Focus on discussion and dialogue over dictation.
- Ask questions. Be inquisitive.
- Communication needs to be transparent, timely, consistent, and clear.
- Look for solutions to problems.
- Be ready to work when scheduled to work. Be timely. If you can’t be on time, then communicate that information.
- Notice areas of improvement in the Service area.
- Model ASN culture.
Core Responsibilities:
- Assist with building operations including coordination with cleaning crews and routine maintenance such as HVAC services and repairs.
- Review and approve vendor contracts for building services such as routine maintenance and repairs.
- Manage office supply inventory and purchasing to ensure resources are readily available.
- Coordinate vehicle maintenance for ASN-owned vehicles, including scheduling car washes, oil changes, and obtaining car tag renewals.
- Prepare confidential correspondence, reports, and other documents as needed.
- Receive, sort, and distribute incoming mail to the appropriate departments or individuals.
- Maintain master file of contracts and notify appropriate staff person prior to renewal dates.
- Manage database of assets including providing an asset tag for new furniture and fixture purchases.
- Maintain and update emergency disaster preparedness plans for each office to ensure safety and compliance.
- Serve as the point of contact for local vendors, including maintenance and service providers.
- Perform other administrative duties as needed to support daily office operations.
Expectations refer to the standards of behavior and approach, such as demonstrating leadership, aligning with organizational goals, and fostering collaboration. They guide the “how” an employee should perform their role and contribute to the mission.
- Organizational Alignment – Embrace ASN’s vision, purpose, and mission by aligning actions with the organization’s overarching goals and objectives; thereby contributing to the advancement of ocular tissue donation, transplantation, and research. This is best accomplished by ensuring your decisions and actions directly support these priorities.
- Core Values – Demonstrate ASN’s core values (Integrity, Serve, Lead, Excel, and Innovate) by consistently applying them in decision-making, interactions, and work output. For example, lead by serving your team, maintain integrity in reporting and operations, and pursue excellence in all projects.
- Ethical Conduct – Uphold ethical principles and standards of conduct in all interactions and decision-making processes.
- Communication – Utilize strong communication skills, including facilitating meetings and providing clear instructions to others.
- Leadership Development – Exhibit leadership potential by taking on more responsibilities such as assisting with training Coordinator I colleagues and overseeing specific projects or initiatives within the department.
- Collaboration – Collaborate and interact with experienced colleagues.
- Problem Solving – Identify issues and propose viable solutions.
- Continuous Learning – Keep up with trends, emerging technologies, and best practices, applying new insights to elevate performance.
Qualifications:
- Associate degree in Business Administration preferred or equivalent work experience.
- At least 2-3 years of administrative experience required.
- Proficiency in Microsoft Office Suite.
- Excellent multitasking abilities with strong attention to detail.
- The ability to complete assignments with a high degree of accuracy and confidentiality.
- Strong written and verbal communication skills for interacting with external and internal contacts.
- Comfortable working in a team environment or independently.
- Ability to think critically and resolve operational issues.
- The ability to anticipate needs and take initiative in improving administrative processes and operational efficiency.
Physical Requirements:
- Frequent periods of intense concentration, attention to detail and accuracy.
- Ability to handle mental and physical strain involved in the use of printed materials and prolonged use of computer screens.
- Moderate manual dexterity for basic keyboarding.
- Long periods of sitting and/or standing may be required.
- Ability to lift and move more than 25 pounds.
The incumbent should understand that the job description only outlines certain requirements for this position. At the discretion of the Executive Officer, this job description may be amended as deemed necessary for the incumbent to render a more efficient and effective operation.
To apply: Please return the completed application of employment to hr@advancingsight.org.