Administrative Coordinator

MINIMUM REQUIRED QUALIFICATIONS:

Bachelor's degree in a related field or an equivalent combination of education and work experience.

5 -7 years of experience in administrative work.

5 - 7 years of experience in computer systems.

Must be proficient in MS Office Suite (Word, Excel, PowerPoint, Project Management and Outlook).

Experience in SAP preferred.

Valid Driver's License required (subject to motor vehicle record review)

JOB RESPONSIBILITIES AND PERFORMANCE OBJECTIVES:

Troubleshoots and investigates administrative and field problem areas at the direction of the department supervisor. Collects data and formats for the supervisors use to determine a solution to correct or eliminate the problem. Formulates recommendations to Supervisor for possible resolution. Assists in the implementation of changes through teaching, informing, directing, and assisting staff.

Researches and develops proposals for the department for standardization of operating procedures. Routinely reviews and recommends changes and improvements to the existing Standard Operating Procedures on an ongoing basis. Performs analysis of department and function. Reports result to the supervisor with recommendations.

Develops tracking databases of work accomplished in cooperation with external entities. Provides reports to management of status and production of company-wide coordination and accomplishment. Disseminates data within the company to proper managers for operational and administrative use.

Coordinates the use of and develops computer databases, spreadsheets, software, and equipment use. Ensures consistency throughout the department on formats and levels of computer software and equipment. Trains and assists others in the department on use of computer and various software.

Performs routine independent review and approval of standardized technical, operational and administrative processes and quality control functions. Coordinates internally and with external agencies in carrying those responsibilities including the processing of joint agreements involving work performed, transferred plant and agreed upon services.

Conducts or attends meetings to receive and disseminate information or to attain approvals as a representative of the department. Represents NTUA in an informal or presentation format.

Coordinates the administrative budget within the department. Ensures that adequate supplies are available and departmental needs are met. Assist department sections in the preparation and establishment of departmental Capital, O&M and Compensation budgets for approval by the supervisor.

Maintains property records for all property with the department. Ensures that proper procedures are followed by staff including documenting property received, deleted, retired and transfers.

Responsible for the oversight of the building facility and ensures that the facilities are maintained and repaired.

Coordinates all sections in the department on records management, purging, disposition and permanent filing. Sets procedures for each department to follow to close out records. Maintains record of final records transferred to Records Management for storage. Handles and coordinates all confidential information for department at the direction of the Supervisor.

Coordinates temporary administrative workers with the department, including temporary workers, student workers, and work force development workers. Develops work assignments, schedules, monitors performance and time.

Prepares and provides statistical analysis of work orders, overtime, construction costs, scheduling from records and databases and provides projections based on the data to department supervisor for planning purposes. Compiles data and provides reports as requested by the department supervisor or management.

Provides administrative monitoring, communication, and control functions over technical and field operations to ensure the proper