Office Coordinator

The CHS Central Office Coordinator acts as the first point of contact for the CHS Central office with a high level of customer service and excellent communication. The CHS Central Office Coordinator s to the CHS Executive Assistant and is responsible for interpreting and following CHS Central Office policies and procedures. The individual will provide general administrative support to CHS Central Office Senior Management. The CHS Central Office Coordinator collaborates with the CHS Central Office team to complete projects, research, and assist in planning and executing events. Starting pay rate is in the range of $17.80 – $23.78 hourly, based on expertise.

Responsibilities:

• Ensuring the smooth running of the central office and improving day-to-day operations
• Performing general clerical duties and running errands as necessary
• Working to continuously improve processes and workflow
• Developing procedures and implementing and evaluating them with team members to improve efficiency
• Providing administrative support and calendar management for CHS Central Office Senior Management
• Answering phone calls and emails from prospective families and external partners and routing to appropriate staff/department/resources
• Managing travel arrangements for Central Office staff and candidate interviews
• Managing contract and PO process including coordinating with Procurement and Legal as well as PeopleSoft administration (pending Director of Finance and Administration approval)
• Managing ongoing contracts with vendors and service providers
• Assisting in creating and maintaining office budget
• Reconciling Central Office P-card expenses
• Maintaining policies, including updates, revisions, and approvals
• Managing CHS conference/meeting spaces room and reserving off-campus meeting/event spaces
• Sorting and distributing internal mail/packages and arranging outgoing mail/packages
• Procuring MHS vehicles for business travel
• Overseeing building access, and office space logistics
• Coordinating building maintenance and repairs
• Ensuring office machines and appliances are maintained and in working order
• Coordinating with IT Manager and help provider (Frasier) to resolve technical issues
• Manage CHS stationery templates (PPT, logos, letterheads, etc.)
• Creating effective visual and written documents, spreadsheets, and presentations using Microsoft Office Suite Applications and adhering to CHS branding standards
• Assisting with research and other projects as assigned
• Ordering office supplies, furniture, appliances, and electronics as needed.
• Acting as back-up for Executive Assistant when needed
• Coordinating on- and off-site training, meetings, office events, team building, and milestone celebrations
• Assisting departments with events
• Ordering promotional materials and branded items
• Managing reservations and organizing catering for events and meetings

Qualifications:

• Responsible, enthusiastic, and cares about working in a mission-focused organization
• Exceptional interpersonal skills including the ability to provide excellent support and service
• Commitment to the mission and values of CHS and MHS and demonstrated high degree of integrity as all MHS and CHS staff are considered to be role models for students
• High School Diploma (required)
• Ability to cultivate an inclusive and welcoming environment
• 5-10 years of previous experience in advanced administrative support and project management roles
• Proven experience as a Senior-level Administrative Assistant
• Knowledge of office administration responsibilities, systems, and procedures
• Experience setting priorities in dynamic environments
• Ability to work in a fast-paced environment with changing priorities and coordinate and manage multiple concurrent workstreams
• Able to proactively identify problems and implement solutions
• Willingness to be held accountable and receive feedback
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements. Proficiency with technology including MS Office Suite (Outlook, Word, Excel, and PowerPoint) and/or willingness to learn
• U.S. work authorization and successful completion of pre-employment background checks and clearances