Main Responsibilities and Required Skills for Administrative Coordinator
An Administrative Coordinator is a professional who performs administrative duties in a company. They manage billing requests and processes, monitor and direct incoming mail and organize and schedule meetings. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Coordinators.
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Main Responsibilities of Administrative Coordinator
The following list describes the typical responsibilities of an Administrative Coordinator:
Adhere to
Adhere to current corporate expense policy.
Adhere to current corporate travel policy.
Advise
Advise Chair of any anomalies in the budget and confer with Budget Officer.
Analyze
Analyze enrollment and determine when seminars on reserve should be opened, for budgetary purposes.
Answer
Answer and appropriately manage incoming calls, providing exceptional customer service.
Anticipate
Anticipate and successfully arranges for needed resources in order to meet timelines.
Apply
Apply diversified procedures and standards, including safety.
Arrange
Arrange for needed resources to meet timelines.
Assess
Assess and schedule office and building maintenance as require.
Assist in / Assist with
Assist in managing and maintaining the assessment database for the College.
Assist in monitoring project costs, forecast and updating the project plans.
Assist in regular collation of departmental key performance indicators.
Assist in the administration of project schedules and helps to tracks hours on projects.
Assist in the coordination of translation services.
Assist in the organization of emergency exercises and "After-Action” reports.
Assist Management in monitoring and managing costs to meet budget.
Assist the National Coordinator with travel organization.
Assist the treasurer with accounting and all tasks related to treasury.
Assist with ad hoc projects upon requests.
Assist with follow-up from meetings and bringing projects through the organization.
Assist with marketing efforts for vacant properties.
Assist with pre-screens and other talent acquisition tasks as required.
Assist with the development and establishment of communications plan.
Assure
Assure staff coverage and monitors performance for administrative duties.
Attend
Attend Advisory Commission or other public stakeholder meetings as required.
Attend and actively participate in monthly Research Administration committee meetings.
Attend to requests for information from employees, vendors, and clients.
Book
Book travel arrangements and prepares itineraries for management.
Build
Build and run custom reports.
Carry out
Carry out administrative activities of establishment.
Code
Code employees daily in Kronos for Payroll showing the job performed, by product.
Collaborate
Collaborate with Expanscience Account managers with customer request.
Communicate
Communicate and coordinate with production leaders regarding personnel needs daily.
Communicate new policy or policy changes via memo or newsletter.
Communicate with contractors or other agencies regarding contract administration.
Communicate with organization employees via a variety of channels to obtain approvals of timesheets.
Complete
Complete a variety of administrative tasks including.
Confirm
Confirm all installation appointments daily.
Coordinate
Coordinate and facilitate meetings.
Coordinate and prepare local interview schedules.
Coordinate a system for storing and publication of program policies / procedures, manuals.
Coordinate candidate interviews which may include travel arrangements.
Coordinate ongoing maintenance needs for all residential programs.
Coordinate operations and people for various programs in our organization.
Coordinate preventive maintenance tasks with management and staff.
Coordinate the flow of information internally and with other stakeholders.
Coordinate the on-boarding process for new team members.
Coordinate the publishing of the ORT Times, a monthly newsletter for the UHN research community.
Coverage
Coverage for other administrative staff within the department as required.
Determine
Determine if the consumers are eligible for a health program.
Determine nature of all calls and initiates appropriate disposition.
Develop
Develop marketing and communication materials.
Draft
Draft correspondence and other short documents of a complex nature.
Draft tenant communications in support of ongoing operations and projects at the property.
Ensure
Ensure all queries and requests are handled in a prompt manner.
Ensure a system is always in place and in use by all relevant parties.
Ensure job manual is up to date.
Ensure that patient's studies are accurately entered and assigned to respective cardiologists.
Ensure the boardroom and meeting rooms are clean and tidy before and after meetings.
Ensure the building / department costs are in line with the forecast.
Establish
Establish and maintains the Foundation's electronic and paper records management system.
Establish priorities and schedules of projects.
File
File financial documents, maintaining a strict filing system.
Follow-up
Follow-up on calls, with suppliers, and with billing.
Follow
Follow up with the trainers.
Gather
Gather deliverables from required constituents.
Gather or compile all relevant documents for meetings or travel (agendas, etc.).
Gathers
Gathers, inputs, tracks and maintains records of community volunteers.
Greet
Greet and host guests and direct them as needed.
Handle
Handle telephone calls in a professional, courteous speaking manner.
Identify
Identify objectives of meetings and identifies materials needed for meeting.
Identify and mitigate points of friction in day to day business procedures.
Include
Include a few evening and weekend workshops / training / events a year.
Interact
Interact with the Board of Directors to coordinate meetings and disseminate information.
Invoice
Invoice handling & coordinating arriving goods and mail at the office.
Keep
Keep the sales team informed on referral management.
Lead
Lead the planning, coordinating and implementing department events.
Maintain
Maintain accurate and consistent files and documentation in accordance with Company procedures.
Maintain and uploading various files.
Maintain a safe and clean work area and adheres to agency safety standards.
Maintain a safe driving record.
Maintain Associate personnel files according to company guidelines.
Maintain company phone lists with landline and cellular for all staff.
Maintain confidentiality.
Maintain inventory of supplies for the department.
Maintain manual and electronic filing system / structure for the organization.
Maintain matrix of hours worked, leaves and vacation / sick time for the Department.
Maintain physical and digital employee records.
Make
Make travel arrangements as needed.
Manage
Manage accounts payable, accounts receivable, billing requests and processes.
Manage contract and price negotiations with office vendors and service providers.
Manage CRM communication & Updates within Salesforce.
Manage domestic and global travel arrangements, itineraries and other duties related.
Manage paperwork, audit for accuracey and complete in timely manner.
Manage social media accounts.
Manage the annual student health insurance program.
Manage XCS Account Admin, XCS Cancellations queues.
Meet
Meet corporate standard for development activity.
Monitor
Monitor and direct incoming mail.
Monitor project progress, report regularly, and address potential issues.
Monitor HR office supplies and orders when necessary.
Order
Order office supplies as needed.
Order resources, and inventory as needed.
Organize
Organize and schedule department and extra-department meetings.
Organize social media advertising, and web content.
Oversee
Oversee invoicing for third party staffing agencies.
Oversee provincial licensing standards.
Oversee the insurance needs for the residential program.
Participate
Participate in and support all internal, external and third-party special events and projects.
Participate in Board meetings.
Participate in training and development activities to enhance job knowledge and skills.
Perform
Perform all other duties as assigned.
Perform any other administrative duties as requested by colleagues.
Perform corporate Quickbooks accounting & credit card reconciliations.
Perform other duties as appropriate and necessary for the efficient functioning of the Institute.
Perform other related clerical and administrative duties as required.
Perform other related duties as required.
Perform regular software audits.
Plan
Plan meetings and take detailed minutes.
Plan and coordinate special events for the Saskatoon Water Division.
Prepare
Prepare advance itineraries and post-travel expense reports.
Prepare and logs departmental expense claims and reports.
Prepare and monitors study budgets.
Prepare & Edit Customer & Internal correspondence.
Prepare funding approval requests for department projects.
Prepare invoices and compile documentation for our customers.
Prepare manuals for the end of the building site.
Prepare materials / presentations to promote the interests of the Ottawa Aboriginal Coalition.
Prepare meeting facilities and scheduling of rooms.
Prepare purchase orders and invoices using Simply Accounting Software.
Prioritize
Prioritize and coordinate project requirements within Talent Management and across departments.
Prioritize workload to deliver results on time.
Process
Process accounts payable vouchers ensuring invoices are paid in a timely manner.
Process accounts receivable / accounts payable.
Process client inquiries for geomatics services and strive for customer satisfaction.
Process contracts – create file, assign customer numbers, distribution of paperwork.
Promote
Promote safety awareness and supports maintenance of a risk-free environment.
Provide
Provide administrative support and ordering requests to local IT staff as it relates to site needs.
Provide administrative support to local leadership as requested.
Provide administrative support to THE HUB Director.
Provide administrative support to the Regional Coordinator and National Coordinator.
Provide a progress report for parents / guardians on child s development.
Provide excellent and timely customer service to internal and external customers.
Provide Information Technology (IT) services.
Provide key administrative support to senior managers and BMOFO teams.
Provide logistic and administrative support as needed.
Provide monthly updates to the OAC and Team.
Receive
Receive and verifies supplies and investigates and resolves any discrepancies (if applicable).
Receive, sort and distribute incoming and outgoing correspondence.
Recommend
Recommend changes in procedures and resources.
Recommend systems and process improvements.
Record
Record, compile transcribe minutes of meetings.
Redirect
Redirect documents intra- and inter-terminal as well as to customers as needed.
Resolve
Resolve administrative problems by analysing information.
Respond to
Respond to requests within area of responsibility.
Respond to membership and customer inquiries.
Respond to requests from members and managers based on established service levels.
Review
Review clinical trial agreements particularly as they pertain to budget.
Scan
Scan and filter emails, proactively identify & manage items that do not require SVP involvement.
Schedule
Schedule and coordinate interviews in timely manner.
Schedule communications to consultants with regards to payment processing and timesheet deadlines.
Schedule and prepares for diverse and complex appointments, meetings and travel arrangements.
Schedule physicians, staff, and volunteers.
Submit
Submit to Head Office A / P dept. on a weekly basis for processing.
Supervise
Supervise support staff and provides mentorship to co-op students.
Support
Support committee work where required.
Support Department administration during Administrative Assistant absence.
Support Joint Commission standards and the entire compliance process to achieve 100% compliance.
Support the coordination and implementation of department events.
Talk
Talk directly with leadership about it instead of running through layers of bureaucracy.
Track
Track expenses, receipts and costs for events.
Track and prepares department reports and presentations, ensuring prompt and accurate processing.
Track training records as required for both fire and emergency programs.
Understand
Understand the legal responsibilities and moral imperative to report suspected child abuse to Child.
Update
Update and post / distribute phone lists regularly.
Uphold
Uphold the Organization's ethics and customer service standards.
Use
Use IBT to track all scheduled installations.
Use limited independent judgment to make decisions based on precedents and established guidelines.
Verify
Verify and input data into our data entry systems.
Work with
Work collaboratively with members across the organization.
Work in partnership with other members of the team.
Work on semi-routine assignments.
Work under minimal supervision.
Work under the direction of the Clinical Manager.
Write
Write and edits communications to staff, patients, and collaborating departments and organizations.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Coordinator:
MS Outlook
Administrative Support
Microsoft Office
Computer
Administration
Accounting
Office Administration
MS Access
SAP
MS Sharepoint
Office Systems
Typing
Spreadsheets
Administrative And Office Policies And Procedures
Administrative Duties
Data Entry
Retail
Technical Documents
Transportation
Zoom
Adobe Acrobat
Business Management
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Coordinator:
Written and oral communication skills
Organizational capacity
Attention to detail
Interpersonal skills
Problem-solving attitude
Multi-task
Time-management
Organized
Detail-oriented
Priority management
Work independently with little direction
Analytical ability
Flexible
Initiative
Self-starter
Accurate
Proactive
Ability to manage multiple tasks
Diplomacy
Team player
Bilingualism
Confident
Discretion
Professionalism
Proofreading
Self-motivated
Collaborative
Leadership
Meet deadlines
