Administrative Coordinator

Talentify; Cheshire (CT); On-site; USD 23,000 - 30,000; Part time

Job summary

Talentify in Connecticut is seeking an Administrative Coordinator to support school operations by handling administrative tasks and coordinating office activities for school leadership.

The role requires 3–5 years of administrative experience in a school or office setting, proficiency in Microsoft Office, and fluent English and Spanish communication. Scheduling, data entry, and coordination with vendors are key duties in a part-time, 25-hour work week.

Qualifications

• Minimum 3–5 years of administrative experience in a school or office setting.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Bilingual English/Spanish communication (written and verbal).
• Excellent organizational and time-management skills.
• Strong communication and teamwork abilities.
• Commitment to data confidentiality and policy compliance.

Responsibilities

• Provide administrative support to the business office; greet clients and vendors, answer phones, and relay program information.
• Maintain lead database, contact leads via phone or email, follow up, and schedule school tours.
• Oversee students in the pre-trip area and classroom; address questions and technical issues.
• Manage the student calendar; schedule new students; track attendance and correspondence.
• Enroll students into JJ Keller and CourseKey; enter grading information; manage graduation steps.
• Perform data entry, maintain student conversion data, and prepare weekly executive reports.
• Order office supplies and coordinate services with maintenance or external vendors.
• Monitor and manage office supplies, equipment maintenance and facility requests.
• Ensure compliance with company policies and data confidentiality standards.
• Create flyers, brochures, and school manuals using Canva; mass email with Constant Contact.
• Perform other duties as assigned by leadership.

Skills

Bilingual English/Spanish

Strong communication

Organizational skills

Teamwork

Attention to detail

Safety culture

Tools

Microsoft Office

Job description

Position Overview:

As an Administrative Coordinator you will be responsible for supporting school operations by managing administrative tasks, coordinating office activities, and assisting with cross functional operations for school leadership.

Responsibilities:

• Provide administrative support to the business office including greeting clients and vendors, answering the phone, answer questions, and give program information to potential clients.
• Maintain lead database, contact leads via phone or email, exit dead leads, perform follow-up reach outs, and send mass tickler emails to aged leads, and schedule school tours.
• Oversee students in the pre-trip area and classroom, answer questions, and address technical issues.
• Manage the student calendar, schedule new students, work with the Lead Instructor to track the attendance of actively enrolled students, managing correspondence, and track completed hour.
• Enroll students into JJ Keller and monitor scores.
• Enroll students into CourseKey, enter grading information, edit attendance, charge programs for absences, and follow procedures to graduate students from programs.
• Perform data entry, maintain student conversion data, and prepare weekly reports due to executive stakeholders.
• Order office supplies and coordinate services with maintenance department or outside vendors.
• Monitoring and managing office supplies, equipment maintenance and facility-related requests.
• Ensuring compliance with company policies, industry regulations, and data confidentiality standards.
• Creation of flyers, brochures, and school manuals using Canva and mass emailing using Constant Contact.
• Perform other duties as assigned by leadership.

Environment:

• Office – approx. 65F – 75F

Schedule:

• Monday through Friday 1:00pmto 5:00 PM
• PART TIME - 25hrs

Experience:

• Preferred: Minimum three (3) – five (5) years of administrative experience preferred in a school or office setting
• Preferred: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
• Required: Proficiency in English and Spanish (written and verbal) to effectively communicate with associates and leadership

Skills:

• Physical abilities: Ability to stand, walk and sit throughout your day; Walking on a variety of flooring such as carpet, concrete, tile etc;
• Strong communication Skills: Ability to communicate clearly and effectively with peers and leaders on a daily basis
• Organizational Skills: Ability to prioritize and meet deadlines; project management
• Working in a team based environment: Working independently and as a team player to ensure our customers are receiving orders timely and with the highest quality
• Quality: Maintain integrity and high standards from all perspectives, strong attention to detail and follow through
• Safety Culture: Maintain and drive safety policies to all associates; driving for accountability of safe practices throughout shift