Administrative Coordinator

Summary of Purpose:  

Works independently to provide administrative support to a team or teams in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects. Provides professional, confidential, mid-level administrative support by assisting in leading and coordinating administrative work, projects and cross-functional collaboration across the institute. Workflow complies with deadlines and priorities. 

Essential Functions 

• Communicates, composes, prepares, proofreads, and edits communications and existing documents for both internal and external stakeholders. Schedules, plans, maintains, and coordinates cross-functional action tracking logs, calendars for leadership team and department, workshops, working meetings, webcasts, and makes travel arrangements as needed 

• Maintains accurate records 

• Maintains and coordinates department websites, relevant systems, files, and department specific documents 

• Provides administrative support 

• Provides general administrative assistance such as coordinating incoming and outgoing correspondence and maintaining supplies, equipment, and facilities for operational efficiencies as needed 

• Assists in providing necessary training to new team members 

• Provides project coordination support and coordinates special projects as appropriate 

• Performs other duties as assigned 

Knowledge, Skills, and Abilities 

• Strong knowledge and proficiency in Adobe & Microsoft Office 

• Strong knowledge of scheduling and managing virtual meetings using Zoom, Teams, WebEx, and other virtual meeting platforms 

• Strong verbal and written communication skills to interact professionally with colleagues and external contacts 

• Strong organizational, time-management, problem-solving, and decision-making skills 

• Ability to maintain strong attention to detail (minimal errors) and produce high quality work products 

• Ability to effectively learn, use, and manage technology 

• Ability to work independently as well as in teams/groups 

• Ability to work and maintain confidentiality of highly sensitive, private information 

Education, Licenses, and Certifications 

• High School Diploma or GED 

Preferred 

• Bachelor’s degree from an accredited institution 

• IAAP Certified Administrative Professional (CAP certification)  

• Professional Administrative Certification of Excellence (PACE certification) 

Experience 

• At least one year of work experience or administrative support experience 

Preferred 

• At least two years of administrative support experience 

• Advanced skills in Microsoft Office products  

Additional Requirements 

Work Context 

• Must be able to work prolonged periods of sitting at a desk and working on a computer 

• Must be able to work under minimal supervision  

• Must be able to sit, stand, walk, stoop, kneel, crouch, climb, and crawl 

• Must be able to lift 25 pounds 

• Must have a US state or territory issued Real ID compliant driver’s license or identification card 

Behaviors and Assessments/Additional Requirements 

• All INPO employees are expected to abide by behavioral expectations as outlined in INPO’s Core Values, Team Effectiveness Attributes, and Leadership Effectiveness Attributes. 

• Employment is dependent upon successfully completing a pre-employment background check and drug and alcohol test. 

• This position may require obtaining unescorted access status. 
• This position requires direct or indirect access to certain export-controlled technology, for which INPO may be required to obtain an export license in accordance with applicable U.S. export control laws and regulations.  If an export license is required, any offer of employment at INPO for this position is contingent upon receipt of the export license or authorization.