Administrative Coordinator

VIVA; Tempe (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

VIVA USA Inc. is hiring an Administrative Associate Coordinator in Tempe, AZ. The role focuses on organizing and coordinating a broad range of administrative tasks to support executives, including calendar management, travel planning, data entry, and document preparation.

It requires strong organizational skills, customer service experience, and proficiency with Google Workspace. The position is 100% onsite, with standard hours (8:00 AM – 5:00 PM).

Qualifications

• Associates degree or 5 years of experience.
• Strong Google Workspace experience required.
• Experience setting up hybrid meetings.
• Highly organized in a fast-paced environment.
• Customer service experience is essential.

Responsibilities

• Prioritize and schedule work assignments for executive support.
• Lead and guide junior staff when assigned; provide instruction.
• Schedule, coordinate, and perform administrative activities for executives.
• Manage calendars, travel arrangements and meeting logistics.
• Prepare documents, reports, and correspondence.
• Assist with budget tracking and data entry as needed.
• Maintain confidentiality and handle sensitive information securely.

Skills

Hybrid meeting setup

Customer service

Organizational skills

Interpersonal communication

Attention to detail

Education

Associates degree

Tools

Google Workspace

Job description

The Administrative Associate Coordinator is primarily concerned with and responsible for planning, organizing, coordinating, or overseeing a variety of moderately complex and varied general and administrative/office support functions that are essential to the accomplishment of the work of the assigned executive(s). This position directly reports to Dean, Associate Vice President, District Director, Client Director, Senior Associate Vice President, Associate Vice Chancellor or Vice President. The number and type of administrative functions and services performed vary according to the specific operational needs of each office. A key distinction is whether the work is concerned with services, functions and programs included in the totality of the administrative support duties within the designated office. This position is distinguished from the Program Coordinator position in that the former may provide support for the project, program, contract or grant in which the work assigned is substantively administrative functions such as coordinating and disseminating information, tracking and maintaining data and information, copying, and preparing documents, correspondence, reports, forms and spreadsheets. The Program Coordinator provides basic research, preliminary analysis, coordination and transactional support as necessary to the effective execution of the program and any administrative support tasks are secondary to program coordination. This position is distinguished from the Administrative Specialist Senior in that the former works on less routine or predictable tasks with increasing regularity.

• Prioritizes and schedules work assignments and may receive supervisory input on non-routine and/or unusual assignments
• May assist and guide lower-level staff by providing work instruction and information
• May lead lower-level staff when assigned by ensuring work assignments are completed
• If assigned lead work, may provide input regarding performance, hiring and disciplinary action and participate in recruitment activities
• Schedules, coordinates and performs administrative and general office activities in support of assigned executive(s)’s role(s) and/or programs
• Coordinates, monitors and troubleshoots assigned projects, programs, initiatives and keeps executive(s) and stakeholders up to date on progress ensuring deadlines and timelines are met
• Liaises, when necessary, with staff in other departments to gather information, report data or information or as a means to facilitate communication
• Maintains executive(s)’s calendars ensuring in-person and virtual meetings, events, seminars, conferences are accurately scheduled with all required attendees and documents or links are distributed
• Makes travel arrangements including transportation, schedules, reservations and itineraries
• Attends meetings, takes notes and follows up on commitments made by staff
• Acts as primary point of contact for the executive and/or the client for external and internal stakeholders and responds to inquiries and explains rules, regulations, policies and procedures
• Compiles and enters data for charts, graphs, directories, databases, summaries, reports or correspondence
• Monitors and tracks budgets and expenditures, creates reports, keeps supervisor informed of progress and assists with purchases when necessary
• Researches and resolves budget or fiscal discrepancies or related transactions
• Research relevant information and compiles documents and other source materials and reviews client procedures to ensure compliance and recommend improvements or corrective actions
• May provide assistance for requisition, purchase, storage, tracking, creating help desk tickets and issuance of office supplies, lease agreements, equipment maintenance agreements and/or facilities equipment such as desks, office machines and filing equipment
• Utilizes standard office software to create documents and edits, proofreads and corrects for grammar and language
• Types and prepares documents, correspondence, speeches, briefs, presentations, forms, notes and meeting notes, reports, charts and graphs which may include transcribing from handwritten notes
• May create forms, templates or other automated documents for internal use using standard office software
• Assists with mail services for all client staff including receipt, routing, dispatch and control of packages
• May track and monitor equipment maintenance or service level agreements
• May assist with creating or completing documents, correspondence, forms and reports and/or data submission for local, state or federal regulatory agencies
• Ensures confidentiality of information and safeguards the security of information, data, materials and documents
• Assists in creating content for presentations, training materials, graphics, web pages, reports, communications as designated by supervisor
• Stays up to date on procedural requirements and changes

SKILL IN

• Coordinating deadlines, prioritizing work demands and assigning/monitoring work performed
• Selecting and applying a body of rules, processes, procedures, practices and policies for office/administrative services to perform interrelated and/or nonstandard assignments
• Troubleshooting and resolving issues related to administrative details of assigned projects or functions
• Composing, designing, formatting and editing documents, correspondence, presentations and other communication materials
• Organizing, updating and maintaining system data, records, files and documentation
• Researching and analyzing information or documents to extract relevant information from various sources and clarifying conflicting information
• De-escalating conflicts and/or resolving problems
• Monitoring inventory and procurement control procedures
• Organizing tasks, meeting deadlines and prioritizing competing demands
• Performing business math computations and monitoring and tracking budgets and proposals
• Proofreading and error correction
• Providing attention to detail in assignments
• Training and coaching staff
• Providing direction to others in order to meet standards, as assigned
• Interpreting and applying applicable laws, codes, regulations and standards (based on assignment)
• Providing customer service and maintaining business relationships
• Utilizing a computer and relevant software applications
• Utilizing communication and interpersonal skills as applied to interactions with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction

Must haves:

• Associates degree or 5 years experience
• Google Suite experience
• Experience setting up hybrid meetings
• Highly organized in fast paced environment
• Customer service experience

Notes:

• 100% Onsite
• 8:00 AM - 5:00 PM

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status