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***:(_Why this role exists)_This position provides administrative support for the Mexico office to ensure smooth and efficient operations.
Support is needed in different areas of the organization, needs that the person(s) in the administrative coordinator role will be responsible, depending on the assignments, for having familiarity in order to provide administrative support.
This person will provide support for all functional areas.
**ACCOUNTABILITIES**:(_The primary functions, scope and responsibilities of the role)_**Administrative Support**:- Assists and supports department leadership with administrative tasks.- Composes, edits, and proofreads documents, presentations, reports, letters and forms for management.
Documents meeting minutes.- Sends faxed material, sorts mail, and makes photocopies as requested.- Makes travel arrangements for leadership and department staff as directed.- Prepares and edits documents for web submission or other distribution, as requested by management.- Tracks department budget and expenditures, develops and designs spreadsheet for tracking, coordinates with Finance department.
Provides support to field management for budget development.- Assists with new employee on boarding coordination.- Prepares, submits and tracks purchase and systems requests as directed.
Routes requests through approval process as appropriate.- Schedules conference calls for internal and external field staff to include tools such as WebEx and or Meeting Place Express.
Operate WebEx during meetings and presentations.- Utilizes database software such as Access to compile data, monitor and pull reports.
**Functional Support**:- Maintains required files for network.
Maintains and updates contact lists and reference materials.- Participates in a collaborative team that provides support and materials for network site visits.
Involves a variety of administrative tasks and activities.- Tracks documentation- Maintains database (inventory) for all archived files.- Serves as resource to field staff when they call to request assistance.- Correct supervision of invoice capture, reconciliation- Inventory Level Authorization- Monthly reports to Management**Meeting Coordination and Support**:- Creates and updates PowerPoint presentations, work plans, spreadsheet and database tasks for meetings and trainings.- Assists in the coordination of leadership meetings; Takes and circulates minutes from meetings and conference calls.- Helps manage event planning activities by assisting with deadlines and monitoring of costs.
**REQUIRED QUALIFICATIONS**:(Minimum qualifications needed for this position including education, experience, certification, knowledge and/or physical requirements)**Knowledge of**:- Demonstrated telephone expertise, emphasizing courteous and sensitive manner