Team Coordinator

Do you enjoy being the “glue" that holds a team together? Do you look for ways to make things more efficient and effective? Do you enjoy juggling pieces to help people complete projects for the success of the team?

The results-oriented candidate for this position exhibits superb customer service, positive behavior, excellent organization skills, attention to detail, and a desire to be a part of the success of the newly formed operational performance group. The team coordinator will be the central contact for this primarily off-site department and provide administrative, technical, and clerical support for all team members.

ESSENTIAL FUNCTIONS

Serves as the contact person for this primarily off-site department. This includes primary coverage of the 1.800 number and central email address for internal customers seeking to obtain operational performance services and support; interfacing with Human Resources, Information Technology, and other departments on behalf of the team; and handling extraneous phone calls for team members.

Triage requests for services or support by providing readiness checklists to internal customers, processing requests, to include evaluating readiness checklists, connecting to the appropriate team member, tracking progress as necessary and following up on requests to ensure timely response.

Provides clerical and administrative support. This includes memorandums, meeting minutes, expense report processing, email screening and calendar support.

Coordinates administrative functions of comprehensive process redesign work including: scheduling conference calls, taking meeting minutes, emailing forms, printing and mailing workshop materials (presentations, supplies, and promotional items), transcribing workshop notes and next steps, documenting redesign milestone achievements, and providing support needed to consultants, analysts, and operations teams involved.

Maintains all electronic and paper files used by the team in an efficient and up-to-date manner. Ensures that all office supplies and materials needed for team functions are in stock and readily available.

Arranges off-site travel and meetings for team. This includes itinerary development, appointment confirmations, hotel and travel accommodations, and expense reimbursement reporting.

Coordinates meetings for team members which includes making room and media resource reservations, agenda development, scheduling attendees, compiling necessary materials, negotiating hotel contracts (for off-site meetings), securing refreshments, web conferencing setup, preparing meeting minutes, etc.

Performs special projects or services for the team as needed or directed which may include developing presentations, research and data collection, report building and maintenance, project tracking, etc.

Performs other duties as assigned or requested.

Two years of college or equivalent education preferred (business and/or communications related course work)

One (1) to three (3) years of related experience

Advanced proficiency in Microsoft Word, PowerPoint, and Excel (Microsoft certification a plus)

Superb customer service orientation, including a pleasant phone demeanor and ability to solve problems “on the fly" while dealing with internal customers

Ability to track multiple people and processes simultaneously, utilizing advanced calendaring, project tracking spreadsheets and other tools

Positive, “can do" approach and behavior

Excellent organization skills

Ability to handle stress, multiple tasks and deadlines

Excellent verbal and written communication skills

Familiarity with modern office equipment and procedures, i.e. online supply ordering, multifunction scanner/copier/printer, web conferencing, etc.  

Cooperative, positive, courteous and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with co-workers, peers and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from the supervisor. Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.

PHYSICAL AND ENVIRONMENTAL DEMANDS

Job performed in a well-lighted, modern office setting

Occasional standing/bending

Occasional lifting/carrying (25 lbs or less)

Occasional travel

Moderate to high stress

Prolonged sitting

Prolonged work on a PC/Computer.