Administrative Support Coordinator - Zero Dropouts LLC

We are seeking a detail-oriented and highly organized Administrative Support Coordinator who will play a pivotal role in the Shared Services Team and ensure the smooth functioning of the organization. This multifaceted position entails administrative responsibilities, communications management, financial oversight, and fostering collaboration across departments. The ideal candidate will be proficient in managing multiple responsibilities efficiently and will have a proactive approach to problem-solving.

Key Areas of Responsibility

Administrative Support:

• Provide administrative support to the executive team, including scheduling meetings, preparing materials, and assisting with special projects as needed.
• Organize and maintain filing systems for easy retrieval and storage of documents.
• Schedule meetings, take minutes during meetings, and distribute them to relevant stakeholders. Ensure that meeting logistics are well-organized, and any action items are followed up on.
• Support staff with travel accommodations and arrangements, as needed.
• Sort and distribute incoming mail, ensuring that important documents and correspondence are handled appropriately.
• Provide logistical support for organizing events, meetings, conferences, and training sessions including coordinating venues, catering, equipment, and other arrangements as needed.
• Purchase office supplies, business cards, collateral materials, and program supplies as needed for the organization's operations.
• Coordinate and manage the processing of payroll for employees, ensuring accuracy and timeliness of payments.
• Generate and manage reports related to employee data using HR software (e.g., Paylocity), including payroll reports, attendance records, and performance metrics.
• Provide administrative support for HR investigations into employee-related matters, ensuring confidentiality and compliance with company policies and procedures.

Communications:

• Manage and respond to emails in designated info and accounting inboxes, ensuring timely communication and appropriate follow-up.
• Serve as a point of contact between attorneys and the executive team, facilitating communication and providing administrative assistance as needed.
• Coordinate and facilitate regular communications between the executive team and staff, ensuring that important updates and information are effectively communicated.
• Facilitate communication between the company and external partners, including vendors, clients, and other stakeholders.
• Assist in managing the company's social media accounts, including content creation, scheduling posts, and engaging with followers.
• Create and maintain email distribution groups in Outlook for efficient communication within the organization, ensuring that groups are up-to-date and accurately reflect team members and departments.

Financial Management:

• Compile and submit expense reports for team members, adhering to company policies and guidelines.
• Prepare and send invoices to partners for services rendered or products provided, ensuring accuracy and timely delivery.
• Maintain records of accounts payable, including tracking invoices and ensuring timely payments to vendors and suppliers.
• Collaborate with the leadership team to continually audit the expenditure side of the financials, ensuring financial accuracy and efficiency.
• Manage the deposit of checks into the Zero Dropouts LLC bank account, ensuring timely and accurate processing.
• Manage accounts for transportation services such as Uber and HopSkipDrive, including monitoring usage and expenses.
• Monitor the usage of company credit cards, ensuring compliance with spending limits and promptly addressing any fraudulent activities or alerts.

Collaboration & Communication:

• Coordinate with the team at Posner Center for International Development, managing ZD staff access to office space and facilitating communication regarding shared resources and collaborative projects.
• Assist in coordinating efforts between the Shared Services Team and other functional areas to ensure alignment with overall company objectives.
• Work closely with team members within the Shared Services Team to ensure seamless coordination and sharing of responsibilities.
• Collaborate on projects and initiatives to optimize departmental efficiency and effectiveness; supporting team members in their tasks and responsibilities, and offering assistance and guidance as needed to achieve common goals and objectives.
• Participate actively in team meetings, contributing ideas and feedback to drive innovation and problem-solving within the organization.
• Embrace a collaborative mindset, recognizing the value of diverse perspectives and contributions in achieving shared outcomes.
• Demonstrate a commitment to building strong relationships with colleagues built on trust, respect, and mutual support.
• Take initiative to proactively identify opportunities for collaboration and partnership within and outside the Shared Services Team to enhance overall business performance.
• Other duties as assigned

• Bilingual (Spanish, English) is appreciated
• Bachelor's degree or equivalent experience in Business Administration or related field.
• Proven experience in administrative and operations support roles.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Familiarity with payroll systems (e.g., Paylocity) and accounting software.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and work effectively under pressure.
• Excellent communication and interpersonal skills.
• Demonstrated adaptability in navigating dynamic work environments.
• Flexibility to embrace change and adjust to evolving organizational needs.
• Resilience in managing challenges and setbacks effectively.
• Appreciation for interconnectedness and holistic approaches to organizational well-being.

COMPENSATION – This is an exempt position with a salary based upon qualifications, knowledge, and relevant experience with a range of $55,000-70,000/year.

BENEFITS – Company 401K plan with Employer Contribution Match, Medical, Dental & Vision Coverage, Paid Time Off (Sick Time, Holidays, Flexible Vacation), Not PERA eligible.

Zero Dropouts is an equal-opportunity employer committed to fostering a diverse and inclusive work environment.

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