Office Coordinator

Brief Overview:

We are seeking an Office Coordinator for a growing and dynamic public health organization. The Office Coordinator will be responsible for maintaining the office environment which includes managing facilities, troubleshooting operations issues, basic IT issues, and assisting with conference room A/V.

Position Description:

This is an exceptional opportunity for candidates interested in gaining practical experience in Office Management and Administration and/or seeking an entry into the public health field. Preference will be shown for candidates who have some background working in a customer service-oriented setting. The successful candidate will have strong coordination and troubleshooting skills and enjoy wearing ‘many hats’ throughout the workday to ensure that the organization’s day to day operations continue to run smoothly. The position requires keen attention to detail, strong verbal and written communication skills, the ability to effectively multitask and work calmly under pressure. The target salary range for this position is in the low $40’s. This is a non-exempt, full time position.

Duties and Responsibilities:

Office Upkeep and Maintenance

  • Perform light receptionist duties at front desk;
  • Keep supply, kitchen, and productions rooms tidy and well stocked;
  • Maintain shared office spaces (i.e. reception, conference rooms) and ensure they appear clean and attractive;
  • Check toner and paper levels in copy machines daily and refresh as required;
  • Occasional light maintenance tasks (such as touching up paint).
  • Act as a liaison with building management for facilities issues;

Conference Room Technology Support:

  • Assist staff in both meeting and conference room technology set up;
  • Troubleshoot audio, video, and other conference room issues as needed.

 Office Supply Management

  • Order office supplies and manage supply inventory;
  • Coordinate program supply and equipment purchases;
  • Act as point of contact operations and supply vendors.

 IT Administrative Duties:

  • Assist staff with basic troubleshooting with computer issues;
  • Act as liaison between staff and IT vendors and consultants for support on complex issues;
  • Act as day-to-day points person with vendors;
  • Set up new hire technology and process departing staff to requested specifications;
  • Maintain IT hardware and software master inventory list.

Other Duties

  • Help prepare mailing, courier and overnight package shipping;
  • Collect and distribute mail and incoming packages daily;
  • Assist with organization-wide event coordination;
  • Assist the Finance Coordinator with monthly credit card reconciliation
  • Other duties and special projects as assigned.

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under their supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

Candidate Qualifications:

Expertise

  • 1-3 years of related experience in an office setting;
  • Bachelors’ degree preferred, or an Associates’ degree in a relevant field, or 3+ years of experience without a degree;
  • Demonstrated commitment to customer service and satisfaction;
  • Demonstrated ability to troubleshoot and problem solve issues calmly when under pressure;
  • Advanced skills with the Microsoft Office Suite (Excel, Word, Outlook, Skype For Business, and OneDrive)
  • Comfort and familiarity with troubleshooting PCs and other equipment;

Personal Characteristics

  • Collegial and outgoing nature with strong interpersonal skills;
  • Attention to detail and accuracy;
  • Excellent oral and written communication skills;
  • Ability to work independently and to contribute to a team;
  • A commitment to value diversity of thought, backgrounds, and perspectives;
  • Demonstrated ability to prioritize and coordinate multiple projects simultaneously;
  • Ability to understand new tasks quickly;
  • Ability to work calmly under pressure with a sense of humor and perspective; and
  • Eagerness to increase responsibilities as organization develops.
  • Ability to meet the physical demands of the position including the ability to lift and handle up to 50 pounds of materials/equipment, bend, stoop, and stretch as required for placement and retrieval of materials or equipment on shelving, under desks, etc.

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under his/her supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

How to Apply:

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse work force that reflects the populations we work with and the communities where we work. Diversity is a core value of HRiA resulting in culturally competent services, materials, resources, and programs. Our hiring and business practices appreciate the strengths offered through different backgrounds.

HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

Health Resources in Action offers an attractive benefits package including medical, dental and life insurance, retirement plan, tax-deferred annuity, and generous vacation.

To apply, submit your cover letter and resume online.



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