ADMINISTRATIVE COORDINATOR

Job Summary

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Primary Responsibilities

• Oversight of daily office operations, ensuring efficient management of office systems, procedures, and resources.
• Maintenance of office supply levels, ordering, and inventory management to meet operational needs.
• Ensuring office equipment is functioning properly and arranging for repairs or maintenance as needed.
• Complex scheduling for senior staff, including arranging meetings, conferences, and travel plans.
• Prioritization of appointments and ensuring all participants are informed and prepared for meetings or events.
• Accurate and up-to-date record-keeping for both physical and digital files, ensuring compliance with relevant policies.
• Maintaining filing systems for confidential and non-confidential information.
• Aid in evaluating existing administrative processes and recommending improvements to streamline operations and increase efficiency.
• Collaboration with team members and leadership to design and implement changes that enhance organizational performance.
• Management of internal communications, ensuring efficient and accurate distribution of memos, notices, and announcements.

Knowledge and Skills

• Ability to manage multiple priorities, tasks, and deadlines simultaneously.
• High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling.
• Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders.
• Ability to prepare clear, concise reports and correspondence that convey key information to various audiences.
• Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows.
• Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Minimum Qualifications

• A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.
• Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series.
• Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Other Job Related Education and/or Experience

May be substituted for all or part of these basic requirements, except for certification or licensing requirements, upon approval of the Qualifications Review Committee. The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.