Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to support traffic safety programming in Saint Paul, Minnesota. This Long-term Contract position focuses on coordinating course logistics, managing participant communications, and keeping training materials and records organized. The ideal candidate brings strong administrative judgment, comfort handling phone and email inquiries, and the ability to keep multiple schedules and registration activities running smoothly.

Responsibilities:
• Coordinate defensive driving courses by arranging instructors, confirming training formats, and securing appropriate in-person or virtual class logistics.
• Oversee participant enrollment activities, including processing registrations, preparing attendance lists, issuing completion certificates, and maintaining accurate program documentation.
• Update and manage published training calendars for experienced driver offerings and help ensure online schedule information remains current.
• Respond to questions from participants and other attendees, providing clear guidance on class options, eligibility, and program details.
• Support additional traffic safety initiatives, including specialized driving programs and court-related referral courses, while keeping materials and records organized.
• Prepare, assemble, and distribute class handouts and instructional packets for traffic safety training sessions.
• Serve as registrar for open enrollment classes by organizing pre-class rosters, coordinating check-in, and supporting on-site course flow, including meal setup when needed.
• Maintain office and event supply inventory by ordering general administrative items, copier and printer materials, and refreshments for training participants.
• Provide backup front desk and registrar coverage as needed and assist with other departmental administrative tasks assigned by the team.• Experience providing administrative support in a fast-paced office, training, or program coordination environment.
• Ability to manage calendars, scheduling details, and multiple concurrent registration activities with strong attention to detail.
• Strong customer service skills with experience handling inbound telephone inquiries and responding professionally to participant questions.
• Proficiency with Microsoft Outlook and Microsoft Teams for communication, scheduling, and coordination.
• Demonstrated ability to prepare organized records, course materials, rosters, and completion documentation accurately.
• Experience ordering office supplies and maintaining inventory for staff or program operations.
• Effective written and verbal communication skills and the ability to work well with instructors, participants, and internal staff.