Administrative Coordinator I

Administrative Coordinator I

Helps facilitate information maintenance and distribution by learning and drafting routine presentations, basic correspondence, and reports. Supports workflow by identifying and assisting in the resolution of routine requests from front-line teams and department managers on an ad-hoc basis, with close supervision. Assists with event coordination by following clearly defined procedures to assist in coordination of calendar meetings for directors and their direct teams, with guidance from senior colleagues. Assists with event execution by arranging routine small-scale events, according to clearly detailed instructions and guidance. Learns to execute data maintenance and management by becoming familiar with essential department and documentation retention policies.

Essential Responsibilities :

• Works with others within immediate work group to obtain basic information. Listens to and addresses performance feedback. Learns fundamental knowledge and skills; acknowledges strengths and weaknesses. Adapts to change and feedback with significant guidance. Responds to the needs of others as directed to support completion of routine work tasks.
• Follows clearly defined procedures and well-defined, specific instructions to complete routine tasks with significant guidance. Collaborates with others within ones team to address basic task issues; communicates status and escalates more complex issues. Adheres to established processes, procedures, and deadlines, with guidance. Identifies and speaks up for improvement opportunities within own work.
• Helps facilitate information dissemination by : learning and drafting routine presentations, handouts, reports / spreadsheets, graphics, status reports, resource management reports, and other deliverables with detailed direction from senior colleagues with minimal interpretation; writing basic correspondence (e.g., letters, reports, confidential documents) to staff and managers based on well-defined procedures and guidelines; and following a detailed delineation of labeling, sorting, and maintaining the integrity of department files.
• Supports the work flow of the department by : identifying and assisting in the resolution of routine requests from front-line teams and department managers on an ad-hoc basis, with close supervision; learning about potential problems and typical routes for resolution, with well-defined, specific instructions instruction; operating standard office equipment (e.g., email, fax, xerox), with specific goals and significant guidance; learning to maintain routine inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) and may escalate basic inventory issues; and receiving, screening, and referring straightforward incoming and outgoing mail, emails, calls, and visits to the appropriate staff member by following a well-defined process.
• Assists with event coordination by : following clearly defined procedures to assist in coordination of calendar meetings for directors and their direct teams, with guidance from senior colleagues; finding and booking meeting rooms appropriate for the audience and meeting objectives, with close monitoring.
• Assists with event execution by : arranging routine small-scale events, according to clearly outline detailed instructions and guidance; assisting to organize basic and routine travel arrangements for department head and / or staff members; assisting in execution of essential and routine small group meetings, conferences in accordance with defined procedures; providing on-site coordination for simple issues, with detailed supervision; assisting to obtain necessary typical audio-visual equipment, conference rooms, and catering for events, with frequent routine review; and distributing the agenda.
• Learns to execute human-resources data maintenance and management by : becoming familiar with essential department data and documentation retention policies; inputting and monitoring data to ensure integrity, and performing basic routine data analyses when requested, with close guidance from senior colleagues; and learning to format straightforward graphs, spreadsheets, and reports.

Minimum Qualifications :

Additional Requirements :

Location : Los Angeles, California

Requisition Number : 1392187

External hires must pass a background check / drug screen. Qualified applicants with arrest and / or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.