Administrative Office Coordinator

About the Role

Futures, a part of the Sevita family, provides community and center-based Applied Behavioral Analysis (ABA) services to individuals with Autism Spectrum Disorder (ASD) and other related disorders. For over 15 years, we’ve provided a collaborative, team-based approach dedicated to helping children and families reach their fullest potential. This role supports our newest Futures BTC Center in Lowell, MA.

The Administrative Office Coordinator provides administrative support, including coordination of building maintenance, office equipment, and purchasing. Supervises workflow of administrative staff under the direction of a manager or director and may perform duties such as scheduling, preparing correspondence, answering telephones, and filing. May also provide program operations support.

Responsibilities

• Supports Managers, Directors, Executives, and Officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
• Coordinates work performed and plans, organizes, delineates, and schedules duties and responsibilities of office or department staff.
• Provides backup support for administrative staff to cover phones and other duties as needed.
• Ensures appropriate training and continuing in-service training instruction is received by all assigned personnel as needed.
• Coordinates administrative functions for the department such as billing, accounting, payroll, and other related activities, as needed.
• Develops systems/reports to guide and support administrative operations.
• Assists in preparation and maintenance of contracts and contract proposals.
• Coordinates space planning, lease formalities, and office automation.
• Manages operational matters such as building maintenance/repair, office equipment, and purchasing; maintains and develops vendor relationships, including obtaining quotes.
• Organizes, plans, and attends department/program meetings, retreats, trainings, and events, as required.
• May assist with Human Resource-related tasks including interviewing, hiring, orientation, training, performance evaluations, processing paperwork, and maintaining employee records.
• Maintains databases such as the Network’s Census system.
• Processes and maintains payroll and invoices/accounts payable for all disciplines within the office or department; investigates and resolves payroll discrepancies.
• Performs timekeeper responsibilities for assigned employees as required.
• May act as a central contact for disseminating information from departments, offices, states, and regions.
• Performs other related duties and activities as required.

Requirements

• Associate’s degree in a related field.
• Scheduling experience required.
• 2-3 years of experience in administrative support.
• An equivalent combination of education and experience may be substituted for the above requirements.

Physical Requirements

Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.