Administrative Office Coordinator

Sevita; Vincennes (IN); On-site; USD 38,000 - 48,000; Full time

Job summary

Mentor Community Services, part of Sevita, in Indiana, is seeking an administrative professional to coordinate office operations for a regional team. You will support managers with scheduling, travel planning, and routine correspondence while ensuring smooth daily workflows and reliable record-keeping.

Responsibilities include payroll and billing coordination, contract support, vendor relations, HR tasks, and event organization. Travel is required as needed to support programs and sites.

Qualifications

• Associates degree in related field.
• 2–3 years of administrative support experience.
• An equivalent combination of education and experience accepted.

Responsibilities

• Supports Managers, Directors, Executives with scheduling, travel planning, and routine correspondence.
• Coordinates work plans and schedules for staff; provides backup for phones.
• Ensures training and in-service instruction for personnel as needed.
• Coordinates department billing, accounting, payroll and related activities.
• Assists in preparation and maintenance of contracts and proposals.
• Coordinates space planning, lease formalities and office automation.
• Maintains relationships with vendors; obtains quotes as needed.
• Organizes department meetings, trainings and events.
• May assist with HR tasks including interviewing, hiring, and performance evaluations.
• Maintains databases such as the Census system and timekeeping records.
• Processes payroll invoices and resolves discrepancies; acts as central information contact.
• Performs other related duties as required.

Skills

Scheduling

Travel planning

Correspondence

Staff coordination

Training

Payroll

Invoices

Vendor management

Meetings

HR support

Census system

Timekeeping

Education

Associate degree in related field

Job description

Mentor Community Services, a part of the Sevita family, 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

To perform this job successfully, an individual must be able to satisfactorily perform each essential function listed below:

• 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.

Minimum Knowledge And Skills Required By The Job

The requirements listed below are representative of the knowledge, skill, and/or abilities required to perform the job:

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.