Office Administrator

Administrative Coordinator

Imagine! is a non-profit that has been serving the intellectual and developmentally disabled community for over 60 years. This is a great part time opportunity for an organized and detail oriented person. The hours are Monday through Friday 9:00 to 2:00 or 10:00 to 3:00.

Purpose of Position - Responsible for a variety of administrative functions in support of the organization. The Administrative Coordinator plays a key role in supporting the efficient operation of the office by managing administrative functions, ensuring consistent front desk coverage, and facilitating clear, professional communication across the organization. This position helps create a well-organized, welcoming, and productive environment for employees, clients, and visitors by maintaining office systems, coordinating daily activities, and upholding a high standard of professionalism and confidentiality.

Essential Duties/Responsibilities

• Provides high quality internal and external customer service to guests, clients, and employees.
• Ensures clients, visitors, guests, and employees coming to the building are greeted warmly, and are connected to the right employees and resources.
• Promptly answers calls and emails and routes to the appropriate person.
• Processes faxes, both incoming and outgoing, distributing appropriately.
• Processes incoming and outgoing mail, including maintaining postage equipment and supplies.
• Maintains adequate office supplies and coordinates special orders as needed.
• Serves as point of contact for maintenance requests and access (entry & office keys) of the administrative building.
• Demonstrates a high degree of professionalism, confidentiality, initiative and independence in supporting the organization.
• Schedules meetings and coordinates resources and refreshments as needed for the executive team and the Board of Directors.
• Makes travel and meeting arrangements and assists with expense management tracking.
• Serves as a member of event and project committees as assigned.
• Communicates with outside vendors and maintains business relationships.
• Assists with the preparation of presentations, reports, and other administrative documents.
• Exercises sound judgment and discretion in workplace communications, avoiding the sharing of unverified or sensitive information.
• Maintains a consistent presence at the front desk and coordinates coverage as needed to avoid service interruptions.

Job Qualifications

Knowledge, Skill, and Ability:

• Ability to work independently and prioritize tasks.
• Detail oriented and highly organized.
• Excellent written and verbal communication skills with individuals and groups at all professional levels.
• Able to maintain confidentiality around strategic business discussions, and to use discretion and good judgment toward supporting organizational leadership.
• Effective and creative problem solver.
• Ability to work effectively with various technology including word processing software, internet-based databases, etc.
• Possession of a valid driver's license, ability to meet Imagine! driving requirements, and have reliable transportation.
• This position requires regular use of a personal mobile device such as a smartphone or tablet.

Training/Education:

• High school diploma or GED.

Experience:

• 2 to 3 years' experience handling a wide range of administrative and managerial support required.
• 1 year of experience in customer service or customer service related role required.
• Basic accounting or bookkeeping knowledge preferred.

Working Environment/Physical Activities

• Effective with shifting roles, responsibilities, and expectations in a changing environment.
• The majority of work takes place in a typical office environment using a computer, phone, and other office equipment.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

Employment at Imagine! is at-will, meaning that either the employee or Imagine! may terminate the employment relationship at any time, with or without cause or notice.

Imagine! is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, protected veteran status, or any other legally protected status. We are committed to fostering an inclusive and diverse workplace.