Operations & Administrative Coordinator

Young World Physical Education

Chelsea (VT)

On-site

USD 42,000 - 65,000

Full time

14 days+

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Benefits offered by this job

Administrative support role

Job summary

Brookhaven Treatment & Learning Ctr. in Chelsea, Vermont seeks an Operations & Administrative Coordinator to manage day-to-day administrative operations, supporting educational, residential, clinical, and business activities while ensuring compliance with policies and regulatory requirements.

Working closely with the Executive Director and Leadership Team, the Coordinator facilitates information flow, documentation, and organizational processes; maintains confidential records and provides

Qualifications

Associate degree in Business Administration, Human Resources, Office Administration, or related field.
Three years of progressively responsible administrative experience.
Experience coordinating multiple administrative processes simultaneously.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
High degree of discretion and confidentiality.
Experience with nonprofit administration and employment administration.

Responsibilities

Maintain confidential personnel files and required employment records.
Coordinate onboarding and offboarding activities.
Prepare new hire and employment eligibility documentation.
Coordinate employee benefit enrollment and open enrollment activities.
Serve as liaison with benefit providers and maintain related records.
Maintain employee training records and required documentation.
Assist with workers' compensation and unemployment processes.
Coordinate time studies and related documentation.

Skills

Organization skills

Time management

Discretion and confidentiality

Microsoft Office

Google Workspace

Professional communication

Education

Associate degree in Business Administration/Office Administration or related field

Tools

Microsoft Office

Google Workspace

Database management

Job description

Brookhaven Treatment & Learning Ctr. Brookhaven Treatment & Learning Ctr. - Chelsea, Vermont Open in Google Maps

Operations & Administrative Coordinator

Brookhaven Treatment & Learning Ctr. Brookhaven Treatment & Learning Ctr. - Chelsea, Vermont Open in Google Maps

Job Details

Job ID: 5875809

Application Deadline: Posted until filled

Posted: Aug 07, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Description

Position Summary

The Operations & Administrative Coordinator is responsible for coordinating Brookhaven Treatment & Learning Center's day-to-day administrative operations. The position supports the administrative systems that enable Brookhaven's educational, residential, clinical, and business operations to function efficiently and effectively.

Working closely with the Executive Director and Leadership Team, the Coordinator ensures the efficient flow of information, documentation, and organizational processes while helping the organization maintain compliance with applicable policies, regulatory requirements, and administrative standards.

The Coordinator serves as the organizational hub for employment administration, admissions and referrals, educational support, compliance documentation, records management, front office operations, and general administrative services. The position is responsible for maintaining the administrative infrastructure that supports employees, students, families, and organizational operations.

As Brookhaven's primary administrative point of contact, the Coordinator frequently greets visitors, answers and directs incoming telephone calls, responds to general inquiries, and assists families, employees, vendors, contractors, Board members, community partners, and regulatory agencies. The position is expected to represent Brookhaven in a professional, courteous, responsive, and welcoming manner while ensuring inquiries are handled accurately and efficiently.

Success in this position requires exceptional organization, attention to detail, professionalism, sound judgment, strong interpersonal and customer service skills, and the ability to manage multiple priorities while maintaining strict confidentiality.

This position coordinates administrative processes but does not establish organizational policy, supervise employees, or provide operational leadership unless specifically assigned by the Executive Director.

Reports To: Executive Director

Classification: Full-Time, Non-Exempt

Essential Duties and Responsibilities

Employment Administration

Maintain confidential personnel files and required employment records.
Coordinate employee onboarding and offboarding activities.
Prepare new hire and employment eligibility documentation.
Coordinate employee benefit enrollment, retirement enrollment, and annual open enrollment activities.
Serve as the administrative liaison with employee benefit providers.
Maintain employee benefit records and related documentation.
Maintain employee training records, certifications, and required employment documentation.
Assist with workers' compensation, unemployment, and other employment-related administrative processes.
Coordinate employee time studies by distributing, collecting, tracking, and maintaining required documentation in accordance with organizational, funding, and regulatory requirements.

Educational Administration

Maintain student administrative records.
Coordinate student enrollment, withdrawal, and administrative documentation.
Assist with required educational reporting and documentation.
Coordinate the administrative components of Independent School approval, renewal, and compliance activities.
Maintain educational compliance documentation.
Coordinate student records requests in accordance with FERPA and Brookhaven policies.
Support the Education Director with administrative coordination as assigned.
Maintain educational calendars, reporting deadlines, and administrative schedules.

Compliance & Records Administration

Maintain confidential administrative records.
Maintain personnel, student, and organizational files.
Organize licensing and regulatory documentation.
Coordinate required compliance documentation.
Maintain document retention systems.
Coordinate organizational reporting required by state agencies and regulatory bodies.
Maintain regulatory reporting calendars and compliance deadlines.
Assist with accreditation, licensing, regulatory reviews, audits, and inspections.

Administrative Operations

Greet visitors, families, contractors, vendors, and other guests in a professional and welcoming manner.
Manage office correspondence and administrative communications.
Coordinate mail distribution.
Maintain administrative copies of contracts, agreements, and memoranda of understanding.
Coordinate insurance policies, renewals, and certificates of insurance.
Maintain office supply inventories.
Coordinate office equipment maintenance and service requests.
Coordinate incoming and outgoing deliveries and packages.
Assist with vendor correspondence and administrative documentation.
Schedule meetings and coordinate meeting logistics.
Prepare routine organizational correspondence.
Maintain organizational forms and templates.
Coordinate electronic signature processes.
Coordinate established administrative workflows.
Maintain administrative SOPs.
Maintain organizational administrative calendars and recurring operational deadlines.
Answer, screen, and direct incoming telephone calls.
Receive, route, and respond appropriately to general inquiries.
Coordinate visitor sign-in procedures and maintain visitor records as required.
Assist visitors with administrative needs and direct them to appropriate staff.
Maintain a welcoming, organized, and professional reception area.

Admissions & Referral Coordination

Receive and organize referral information.
Prepare referral packets.
Coordinate admissions documentation and logistics.
Track required forms and signatures.
Communicate with referring agencies and families regarding administrative documentation.
Maintain admission records and admissions tracking systems.

Information Systems Administration

Maintain employee access and administrative user lists.
Coordinate technology onboarding and offboarding.
Maintain software licensing and administrative system records.
Coordinate administrative user account requests.
Coordinate software user permissions and periodic access reviews.
Assist with implementation of new administrative software and information systems.
Maintain administrative system documentation.
Serve as the administrative liaison with technology vendors as assigned.

Leadership & Organizational Support

Prepare routine reports, correspondence, and administrative documents.
Assist with Board and committee meeting materials.
Coordinate policy acknowledgements and organizational communications.
Maintain organizational calendars, regulatory deadlines, administrative tracking systems, and recurring organizational schedules.
Support organizational initiatives requiring administrative coordination.

Administrative Systems Management

Review, document, and continuously improve administrative workflows.
Maintain organizational templates.
Maintain administrative SOPs.
Identify opportunities to improve administrative efficiency.
Assist with implementation of new administrative processes and systems.
Support continuous improvement of organizational administrative operations.
Recommend administrative process improvements that enhance organizational efficiency, consistency, and service delivery.

Organizational Knowledge Management

Maintain organizational templates, forms, and administrative reference materials.
Maintain administrative manuals and process documentation.
Maintain organizational contact lists and administrative resource guides.
Coordinate updates to administrative policies, procedures, and forms.
Assist with succession planning through documentation of administrative processes and institutional knowledge.

Records Management

Organize electronic and paper filing systems.
Ensure records are maintained in accordance with Brookhaven's record retention policies.
Protect confidential information.
Maintain accurate administrative databases.
Coordinate authorized records requests in accordance with Brookhaven policies and applicable laws.

Other Duties

Maintain confidentiality of all personnel, student, financial, and organizational information.
Comply with all Brookhaven policies regarding confidentiality, cybersecurity, HIPAA, FERPA, records management, and information security.
Perform other administrative duties as assigned by the Executive Director.

Position Type: Full-time

Job Categories

Support Staff > Administrative Assistant

Job Requirements

Associate degree in Business Administration, Human Resources, Office Administration, or related field, or equivalent combination of education and experience.
Three years of progressively responsible administrative experience.
Experience coordinating multiple administrative processes simultaneously.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
High degree of discretion and confidentiality.
Proficiency with Microsoft Office and Google Workspace.
Experience in nonprofit administration.
Experience in employment administration.
Experience coordinating employee benefits.
Experience in an independent school, nonprofit organization, healthcare, residential treatment, or another highly regulated environment.
Experience working with confidential records and regulatory documentation.
Employment administration.
Employee onboarding.
Benefits administration.
Records management.
Admissions and referral coordination.
Educational administration.
Student records administration.
Regulatory reporting.
Office administration.
Administrative systems coordination.
Contract administration.
Insurance administration.
Microsoft Office.
Google Workspace.
Database management.
Professional communication.
Organizational skills.
Confidential records management.
At least 2 year(s) of relevant experience preferred.
Associate degree preferred.
Citizenship, residency or work visa required.