Sr. Administrative Coord.

Basic Function

The Senior Administrative Coordinator provides high-level administrative support while coordinating administrative operations across CDYS programs under the direction of the Senior Vice President of Child Development & Youth Services (CDYS).

Essential Duties And Responsibilities

• Provide high-level administrative support to the Senior Vice President by managing calendars, scheduling meetings, coordinating appointments, travel arrangements, and daily administrative priorities.

• Coordinate meetings by preparing agendas, presentations, reports, meeting materials, recording meeting minutes, tracking action items, and monitoring follow-up activities.

• Prepare, edit, and distribute correspondence, reports, presentations, and other business documents while maintaining confidentiality, professionalism, and accuracy.

• Manage communications by screening inquiries, responding to routine matters, prioritizing requests, and directing communications to the appropriate staff.

• Coverage purchasing requests, expense reports, invoices, and other administrative documentation.

• Support departmental initiatives, strategic projects, and leadership priorities by monitoring deadlines, tracking deliverables, and independently resolving routine administrative matters.

CDYS Administrative Coordination

• Coordinate administrative operations, communication, and workflow across multiple CDYS programs to promote consistency, collaboration, and operational effectiveness.

• Maintain the CDYS master calendar by coordinating meetings, training, retreats, special events, and other departmental activities.

• Develop, implement, and maintain standardized administrative procedures, forms, templates, records, and document management practices across CDYS programs.

• Coverage the collection, organization, and submission of reports, data, and administrative documentation requested by CDYS leadership.

• Support the administrative onboarding and orientation of newly hired employees and assist with implementing department-wide administrative initiatives.

Administrative Operations

• Oversee the day-to-day administrative operations of the Greenwood office, including front desk operations, office procedures, administrative systems, conference room scheduling, office supply inventory, mail distribution, and shared office resources.

• Serve as the primary liaison with Facilities, Information Technology, Security, Property Management, and other internal departments regarding office operations and facility-related needs.

• Support office safety initiatives, emergency preparedness activities, and administrative compliance requirements.

• Monitor administrative workflows and recommend process improvements to increase operational efficiency, standardize administrative practices, and enhance service delivery across CDYS programs.

Administrative Coordination & Collaboration

• Serve as the primary administrative resource for administrative support staff across CDYS programs by providing guidance, answering questions, and promoting consistency in administrative procedures, scheduling practices, customer service, records management, and office operations.

• Facilitate communication, collaboration, and the sharing of information and best practices among administrative support staff across CDYS programs.

• Foster positive working relationships with internal and external stakeholders while supporting the operational goals and strategic priorities of Child Development & Youth Services.