Administrative Coordinator, R&DO

Entertimeonline; Anchorage (AK); On-site; USD 43,000 - 52,000; Full time

Job summary

Entertimeonline in Anchorage seeks an Administrative Coordinator to support Revenue and Data Operations, providing executive-level administrative assistance and ensuring smooth daily operations.

The role requires strong organizational and communication skills, meticulous recordkeeping, and a commitment to serving the Alaska Native and American Indian community as part of a broader mission.

Qualifications

• Employment is contingent upon satisfactory fingerprint background check.
• Associate degree or equivalent experience; education may be substituted on a year-for-year basis.
• Two (2) years of progressive experience in a professional office setting or combination of training and experience.

Responsibilities

• Provide high-level administrative support to leadership, including scheduling meetings, organizing conference rooms, and coordinating resources.
• Plan and coordinate trainings, events, and department projects, maintaining communication with outside agencies.
• Coordinate travel, conferences, and department activities as directed by leadership.
• Complete finance-related tasks including check requests, coding, travel prep, and credit card reconciliations.
• Answer calls, respond to emails, greet guests, and route inquiries to staff.
• Deliver professional customer service with diplomacy and discretion for confidential information.
• Mentor and train new employees on systems, processes, and programs.
• Track supplies and ensure office equipment remains functional.
• Coordinate meal planning, ordering, and delivery for meetings.
• Create and organize electronic documents for accurate records.
• Develop meeting agendas, prepare packets, and distribute notices.
• Record meeting minutes with attendance, motions, and action items.
• Proofread communications for grammar and clarity.
• Contribute to safety by following emergency procedures.

Skills

Communication

Customer service

Typing 50 wpm

MS Word

MS Excel

Independent work

Team collaboration

Alaska Native community knowledge

Education

Associate degree in Business Administration/Organizational Development/Human Services or related field

Bachelor's degree in a related field (preferred)

Tools

Microsoft Word

Microsoft Excel

Job description

Job Information

• Base Pay $31.50 - $37.75 / Hour
• Job Category Revenue & Data Operations
• Employee Type Non-Exempt - Full Time

Contact information

• Name Human Resources

Description

Job Title: Administrative Coordinator

Department: Revenue and Data Operations

Reports To: Executive Administrator

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N6

Job Type: Regular, Full-Time

AKBCU: Yes ICPA: No

General Functions:

The Administrative Coordinator provides administrative oversight and support for Revenue and Data Operations, ensuring efficient support for daily operations and exceptional service to staff, participants, and stakeholders. Working in partnership with our people, the Administrative Coordinator helps develop opportunities that fulfill our endless potential by managing day-to-day administrative functions, coordinating events and communications, and supporting the Revenue and Data Operations leadership team. This role requires strong organizational abilities, professional communication skills, and a commitment to serving the Alaska Native and American Indian community.

Duties and Responsibilities:

• Provide high-level administrative support to leadership, including scheduling meetings and conference rooms, coordinating calendar invites with locations, virtual links, handouts, and supporting resources.
• Assist with planning, coordinating, and following up on tribal trainings, events, and annual department projects, maintaining effective communication with outside agencies.
• Coordinate travel, conferences, and other department activities as directed by leadership.
• Complete finance-related projects including check requests, coding assistance, travel preparation, and credit card reconciliations.
• Answer phone calls, respond to email inquiries, return voicemails, process mail, greet guests, and route questions to appropriate staff.
• Deliver professional customer service to staff, participants, vendors, and key stakeholders with outstanding interpersonal skills, diplomacy, and discretion regarding confidential and politically sensitive information.
• Act as a resource, mentor, and trainer for new employees, orienting them to systems, processes, and department programs.
• Track and manage department supplies inventory and ensure office equipment remains operational and the workspace is maintained.
• Coordinate meal planning, ordering, and delivery for meetings and special events.
• Create, file, and organize electronic documents to ensure accurate recordkeeping.
• Develop meeting agendas in coordination with leadership, oversee preparation of materials for meeting packets, coordinate delivery to meeting members, and support timely distribution of meeting notices and correspondence.
• Record meeting minutes including roll call, participant attendance, calls to order and adjournment, motions, in/out times of executive sessions or recesses, and capture board requests and missing items in board packets.
• Proofread written communications for grammar, punctuation, and overall content, applying effective oral and written communication skills.
• Contribute to department safety and security by executing emergency procedures as required.
• Perform all related duties as needed and assigned.

Job Specifications

• Excellent verbal and written communication skills with knowledge of proper grammar, vocabulary, spelling, and proofreading.
• Excellent customer service skills and telephone etiquette with proficient use of standard office equipment.
• Strong computer skills including Microsoft Word and Excel in a Windows environment; ability to type 50 wpm neatly and accurately with knowledge of general business formats and procedures.
• Ability to make sound decisions, exercise good judgment, prioritize workload, and work independently with minimal supervision while maintaining attention to detail.
• Ability to work collaboratively with personnel from other departments and adapt to changing priorities while maintaining a high degree of sensitivity regarding confidential information.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

Minimum Core Competencies

CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications

• Employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.
• Associate degree in Business Administration, Organizational Development, Human Services, or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Two (2) years of progressive experience in a professional office setting; or any combination of training and experience that provides the necessary skills, knowledge, and abilities.

Preferred Qualifications

• Bachelor's degree in a related field.
• Experience working in social services or nonprofit organizations.
• Experience working with Alaska Native and American Indian populations.
• Experience working in Tribal Health Organizations or working administratively with health information.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• May require prolonged periods of sitting at a desk and consistently working on a computer with repetitive motion.
• The need to occasionally move around the office to access filing cabinets, storage cabinets, and office equipment may be necessary.
• Must be able to lift up to 25 pounds occasionally by utilizing proper lifting techniques and working in a safe manner.

Disclaimer

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.