Job Description : Office Coordinator

SUMMARY / OBJECTIVE

The Office Coordinator is responsible for the overall front office activities, including the reception area, mail, purchasing requests, and facilities.

This role also involves directing and coordinating office services and related activities, developing and supervising programs for maximum utilization of facilities, services, and equipment, arranging internal office moves, and providing arrangements for meetings and classes.

FUNCTIONS OF POSITION

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS

• Maintain the reception area to ensure a welcoming atmosphere; manage effective telephone and mail communications both internally and externally to maintain a professional image.
• Maintain knowledge of all office procedures to support program success and ensure tasks are carried out appropriately.
• Answer and properly route incoming phone calls.
• Manage emails, letters, packages, phone calls, and other forms of correspondence.
• Maintain the client's website, Virtual Terminal, Facebook, and other social media platforms.
• Receive and document income receivable and bills payable.
• Assist with coordination of activities throughout the company to ensure efficiency and compliance with company policy.
• Maintain a valid, unrestricted driver's license free from major infractions and acceptable to the employer's insurance carrier.
• Complete state reporting as requested.
• Perform other duties as assigned by the COO or Executive Director.

FREQUENT FUNCTIONS

• Order supplies through various vendors after Purchase Orders have been generated.
• Verify purchase orders and receive all purchase orders.
• Supervise the maintenance and alteration of buildings, office areas, classrooms, and equipment. Arrange and maintain office technology and procedures.

Supervise housekeeping of all facilities.

• Act as Administrative Assistant to the Chief Operating Officer and Executive Director.
• Invoice and receive payment for services rendered by the organization.
• Perform duties and responsibilities as the American Heart Association Training Center Coordinator.
• Assist and support Arnot Health Course Sponsorship.
• Process education certifications.
• Register participants for scheduled courses and distribute course materials.
• Order and maintain a supply of course distribution materials and completion cards.
• Maintain a database of courses. Monitor and track students' certification renewals, notify of expiration dates, and inform of upcoming opportunities for renewal and new course offerings.
• Provide administrative support to instructional staff.
• Assist colleagues whenever there is an opportunity.

INFREQUENT FUNCTIONS

• Provide on-the-job training for new procedures developed and for new employees.
• Develop written standards for office procedures, maintain the Organizational Structure Manual, and Employee Handbook.
• Assist with events sponsored by the client.
• Assist the Executive Director with marketing efforts.
• Participate in special company projects as needed.
• Assist in the distribution of DOH BEMS and AHA updates to appropriate providers, agencies, and instructors.
• Create and distribute course offerings collateral materials, including CPR, ACLS, and PALS brochures.
• Submit reports and prepare proposals and presentations as needed.
• Attend STREMS Council, STREMAC, Area QI, Regional QI, Systems, Training & Education, and Sponsors groups meetings as needed, and provide support by preparing agendas, recording minutes, providing minute summaries, and completing appropriate follow-up.

COMPETENCIES

• Initiative
• Leadership
• Strategic Thinking
• Time Management
• Organizational Skills
• Decision Making
• Communication Proficiency
• Proficiency with computers and office software (MS Office, Wufoo, Adobe Pro, Wordpress)

SUPERVISORY RESPONSIBILITY

This position has limited supervisory responsibility but does not have policy-making or disciplinary authority.

WORK ENVIRONMENT

This job typically operates in a professional office environment but occasionally requires work outside the office. Standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines are routinely used.

Occasionally, work outside the physical office of the client, including remote locations and transporting supplies or equipment, is required.

Reliable transportation and a clean driver's license / record are mandatory.

PHYSICAL DEMANDS

The physical demands described here are representative of those required by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently needs to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies up to 25 pounds.

POSITION TYPE / EXPECTED HOURS OF WORK

This is a full-time position, defined as a 40-hour work week. Typical days and hours of work are Monday through Friday, 8 : 00 a.

m. to 4 : 30 p.m. Evening and weekend work may be required as job duties demand.

EDUCATION AND EXPERIENCE

REQUIRED

• High school diploma with five years of office experience.
• Experience in accounting, data, and administrative management practices and procedures.
• Experience in clerical practices and procedures.
• Knowledge of human resources management practices and procedures.
• Understanding of business and management principles.
• Proficiency with computer skills and office / accounting software.
• Experience with remote meeting / learning platforms.

DESIRED

• Business degree or equivalent.
• Preferred experience in Emergency Medical Services and NYS Department of Health.

Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Last updated : 2024-05-18