Administrative Office Coordinator

Sevita; Gilbert (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Sevita is a leading provider of community-based services in the United States. This role coordinates administrative support for an office or region, handling scheduling, travel planning, and routine correspondence while supporting managers and staff to keep operations running smoothly.

The successful candidate will assist with contract preparation, vendor relations, payroll processing, and maintain databases, with opportunities to participate in HR-related tasks and training.

Qualifications

• Associates degree in related field or equivalent combination of education and experience.
• 2-3 years of experience in administrative support.
• Equivalent combination of education and experience accepted.

Responsibilities

• Supports Managers, Directors, Executives and Officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
• Coordinates work performed and plans, organizes, delineates and schedules duties and responsibilities of office staff; provides backup for phones and duties as needed.
• Ensures training and in-service instruction for assigned personnel; coordinates billing, accounting, payroll and related activities.
• Assists in preparation and maintenance of contracts and contract proposals; coordinates space planning and office automation.
• Coordinates operational matters such as building maintenance, vendor relations, and quote gathering; maintains department meetings and events.
• May assist with HR tasks such as interviewing, hiring, orientation, training and performance evaluations; maintains employee records.

Skills

Scheduling

Travel planning

Vendor coordination

Office administration

Payroll support

Data entry / Census databases

Education

Associates degree in related field

Tools

Census system

MS Office Suite

Job description

Sevita provides community-based services for individuals with intellectual and developmental disabilities. Here we believe every person has the right to live well, and everyone deserves to have a fulfilling career. You’ll join a mission-driven team and create relationships that motivate us all every day. Join us today, and experience a career well lived.

OUR MISSION AND PERFORMANCE EXPECTATIONS

The MENTOR Network is a mission-based organization dedicated to providing high quality services to those we serve. Therefore, to deliver on our mission, The Network expects every employee to perform his or her job first and foremost in accordance with the Company’s mission.

Summary

Coordinates administrative support for an office or region within a state, which may include coordination of building maintenance, office equipment, and purchasing. Supervises work flow of administrative staff under the direction of a manager or director. May also perform administrative duties such as scheduling, preparing correspondence, answering telephones, and filing. May also provide program operations support.

Essential Job Functions

• Supports Managers, Directors, Executives and Officers with daily administrative duties, including scheduling, travel planning, and routine correspondence.
• Coordinates work performed and plans, organizes, delineates and schedules duties and responsibilities of office or department staff. Provides backup support for administrative staff to cover phones and other duties as needed.
• Assures that appropriate training and continuing in-service training instruction is received by all assigned personnel as needed.
• Coordinates the administrative functions for the department such as billing, accounting, payroll and other related activities, as needed. Develops systems/reports which guide and support administrative operations, as needed.
• Assists in preparation and maintenance of contracts and contract proposals.
• Coordinates space planning, lease formalities and office automation.
• Coordinates operational matters as building maintenance/repair, office equipment and purchasing. Maintains and develops relationships with vendors, including getting quotes.
• Organizes, plans and attends department/program meetings, retreats, trainings and events, as required.
• May assist with Human Resource related tasks including interviewing, hiring, orientation, and training and performance evaluations, processing paperwork and maintaining employee records.
• Maintains databases such as the Network’s Census system.
• Processes and maintains payroll and invoices/account payables for all disciplines within the office or department. Investigates all discrepancies and resolves all payroll problems. Performs timekeeper responsibilities for assigned employees as required.
• May act as central contact for disseminating information from departments, offices, states and regions
• Performs other related duties and activities as required.

Supervisory Responsibilities

• None required.

Education And Experience

• Associates degree in related field
• 2-3 years of experience in administrative support.
• An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Certificates, Licenses, And Registrations

• None required

Other Skills And Abilities

• None noted

Other Requirements

• Travel as needed

Physical Requirements

• Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Americans With Disabilities Act Statement

External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions either unaided or with assistance of a reasonable accommodation to be determined on a case by case basis via the interactive process.

Sevita is a leading provider of home and community-based specialized health care. We believe that everyone deserves to live a full, more independent life. We provide people with quality services and individualized supports that lead to growth and independence, regardless of the physical, intellectual, or behavioral challenges they face.

We’ve made this our mission for more than 50 years. And today, our 40,000 team members continue to innovate and enhance care for the 50,000 individuals we serve all over the U.S.

As an equal opportunity employer, we do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, citizenship, or any other characteristic protected by law.