Under the general supervision of the Facility Administrator, the Administrative Support Coordinator (ASC) provides administrative assistance in the overall support of office tasks in a confidential setting. The ASC performs and oversees a vast array of complex administrative and clerical functions in support of services with broad impact.

The ASC plans, organizes, manages, and prioritizes the calendar schedule the position reviews the incoming communications and documents for signature, independently determines required action, and distributes and follows up as appropriate. The ASC participates and plans projects in support of the organizational operations of the facility to meet programmatic and administrative goals. The ASC must be self-motivated, able to conduct office duties with general supervision, and carryout multiple responsibilities simultaneously. The ASC also must be familiar with all functions of the office and must interact effectively with residents, staff, and the public.

DUTIES & RESPONSIBILITIES:

Administrative Support/Office Administrative Support

• Serve as the office primary point of contact. 
• Provide administrative support to the facility administrator. Plan, prioritize, organize, perform, and coordinate a variety of tasks and administrative support projects.
• Assemble and distribute agendas and supporting documents as requested.
• Draft and finalize clear and concise letters, documents, and reports. 
• Create, maintain, and complete forms, letters, procedures, and reports. 
• Maintain comprehensive and confidential office files. 
• Screen visitors, telephone calls, standard mail, and email, taking required action and referring requests as appropriate.
• Answer basic inquiries regarding services and activities. 
• Responsible for general maintenance of office and office equipment including stocking and oversight of supplies and materials. 
• Initiate and develop strategies to improve office management and organization. 
• Assist in the development and editing of content for publications, manuals, and marketing materials.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE –  High school diploma or GED and four (4) years of recent (within seven years) administrative support experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Ability to resolve commonplace and unusual work situations and keep facility administrator informed of issues needing attention.
• Ability to be flexible while carrying out day to day general assignments.
• Ability to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable infrastructure, policies, and procedures.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the office with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills: ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Thorough knowledge of English grammar, spelling and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.