Office Coordinator

Position Purpose

The Office Coordinator provides administrative, operational, and logistical support across ASPPH's office operations, technology coordination, and academic pathways and student recruitment activities. This part-time position collaborates with multiple teams to support daily operations, maintain an organized and welcoming office environment, coordinate meetings and events, and provide basic technology assistance in collaboration with designated Digital Innovation personnel.

Primary Responsibilities

• Monitor kitchen, workroom, and office supplies; maintain inventory and coordinate approved purchases, including paper and printing supplies for major events.
• Maintain shared office amenities, including coffee subscription and supplies, dishwasher routines, refrigerator filter replacement, and established building water protocols.
• Coordinate routine facilities requests with building management and service providers and reserve building meeting space as needed.
• Coordinate offsite storage requests and inventory in collaboration with meetings and events personnel.
• Assist the Director of Finance with mail retrieval in accordance with the two-person mail-check policy; sort and distribute incoming mail.
• Prepare mailing and shipping labels and coordinate outgoing packages using approved services.
• Welcome visitors, assist with new employee office orientations, and provide on-site meeting and event support.

• Serve as the first point of contact for routine office technology needs, including meeting-room equipment, audiovisual setups, and shared office technology. Provide basic troubleshooting assistance and escalate more complex technical issues to designated Digital Innovation personnel.
• Provide technical support for weekly virtual all-staff meetings, including the coordination of the calendar invitations, hosting and managing participant access and platform settings; organize, store, and share meeting recordings with staff.
• Coordinate calendar invitation holds for ASPPH office holidays for all staff.
• Coordinate employee onboarding and offboarding equipment logistics, including equipment distribution, collection, and inventory tracking, in collaboration with Digital Innovation and HR. Coordinate electronic waste (e-waste) recycling and disposal as needed.
• Assist with tracking and coordinating technology-related service requests, ensuring appropriate routing, communication, and follow-up with Digital Innovation personnel or external vendors.
• Provide on-site technology support for ASPPH in-person meetings and events, including the ASPPH Annual Meeting, assisting with audiovisual equipment setup, testing, basic troubleshooting, and coordination with venue technology staff, external vendors, and designated Digital Innovation personnel.

• Provide administrative support for academic pathways and student recruitment activities, including scheduling, preparing materials, tracking requests, and coordinating follow-up with staff.
• Assist with logistics and communications for student-facing initiatives, meetings, and recruitment events under the direction of the supervisor.
• Monitor and review member and program recruitment event submissions for accuracy and completeness before publishing them on the external website.
• Review submitted public health job postings for completeness, accuracy, and potential fraudulent content before publishing them on ASPPH's external website, following established review procedures.
• Manage the shared Student Pathways email inbox daily, triaging incoming messages, responding to inquiries, and coordinating follow-up as needed.
• Collaborate with the team to order recruitment and promotional materials, including yard signs, and coordinate the shipment of giveaway items to schools/programs.

• Provide customer service and logistical support for meetings, conferences, and other in-person events.
• Other duties as assigned.

Minimum Qualifications

• Exceptional customer service skills and teamwork.
• Must be proficient with Microsoft Office applications and Windows operating systems and generally comfortable with cloud software.
• Effective oral and written communication skills.
• Ability to: 

• Respond to requests with urgency and accuracy
• Solve problems creatively 
• Collaborate effectively with others 
• Perform with accuracy and effectiveness 

• Strong attention to detail, organizational skills, and consistent follow-through on assigned tasks and responsibilities.
• Ability to manage multiple responsibilities, prioritize competing demands, and collaborate effectively with teams across the organization.
• Ability to work independently, take initiative, exercise sound judgment, and proactively identify and address operational needs.

Education & Experience

·        A high school diploma is required; a bachelor’s degree is preferred.

Additional Information

• Work Locale: The position is based in the Washington, DC, metropolitan area and requires in-office attendance on Wednesdays. Additional on-site attendance may be required to support meetings, events, and operational needs.

• Reports To: The position reports directly to the Director of Student Pathways and Recruitment.

• Manages/Supervises: None.

• Authority to Work in the US: The individual must be legally eligible to work in the US. ASPPH participates in E-Verify to confirm eligibility.

• Travel Requirements: The position may involve occasional domestic and local travel related to meeting support.

• Compensation: The position’s compensation level ranges between $30 and $35 per hour, based on industry salary surveys and the individual’s experience.

• Position: This is a part-time, non-exempt position scheduled for 16 hours per week. The work schedule will be coordinated with the supervisor based on operational needs.

To Apply