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Office Coordinator

Jannus Inc
Coeur d'Alene, ID
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: SUMMARY: The Office Coordinator provides administrative support and facility oversight for MSEHS to include coordination and support with staff at each facility. This position also provides back-up administrative support for the Center Assistant in their absence. Key responsibilities include: general office management; payment processing for vendors, consultants, and trainers; securing bids and overseeing contracted work and Davis Bacon requirements; coordination with the Jannus IT, fiscal, and HR staff; human resource management for new or exiting staff; and oversight of facilities to include ensuring safe, welcoming and inclusive environments, proper chemical storage and monitoring, emergency preparedness for staff, and ongoing and preventative maintenance for buildings and playgrounds. This position requires attention to detail, effective time management, extraordinary customer service, preservation and confidentiality of sensitive information, good judgement, exceptional communication, and a willingness to grow and learn. ESSENTIAL DUTIES AND RESPONSIBILITIES:Understand and implement MSEHS’, Jannus’ and the Office of Head Start’s mission, philosophy, goals, priorities, and initiatives in a timely manner and as requiredEnsure compliance with federal, state, and local regulations as well as program policies and proceduresMaintain a program-wide commitment to a family centered, strengths and relationship based programAct independently within scope of responsibilities to prioritize tasks in the absence of specific instructions Exercise independent judgment to identify and solve problems Maintain confidentiality, protect all personally identifiable information and avoid conflicts of interest Maintain appropriate boundaries and adhere to MSEHS’ and Jannus’ Standards of Conduct Must be comfortable meeting new people and promoting a positive, professional image Time management, regular and predictable attendance, attention to detail, follow through, and the ability to support others and program services are essential responsibilities Participate in internal and external committees, volunteer to support center and community events, and promote the program through ongoing recruitment and parent-child activities Be impeccable, professional, and relationship building in all communication and interactions to ensure MSEHS is represented in a positive, professional and collaborative manner at all times A commitment to MSEHS’ nine leadership capabilities that includes: ensuring accountability, managing complexity, leading with courage, making quality decisions, driving engagement, cultivating innovation, planning and aligning effectively, demonstrating self-awareness, and building effective teams/relationships Administrative Support In partnership with Jannus HR and MSEHS’ hiring managers, coordinate the job posting process through job offer, tracking application activities, gathering materials, ensuring applicants have a completed application and self-declaration, scheduling interviews, notifying applicants of results, and submitting all documentation to HROversee background clearance processes for consultants, volunteers, interns, and staff ensuring clearance prior to hireStandardize new hire orientation and onboarding processes as well as annual renewals for staff, volunteers, and internsIssue technology, phones, keys, name tags, and business cards to new hires Input and update general employee health, education, and employment information into ChildPlusMonitor and plan for continued compliance for staff’s required health and background regulations (e.g. vaccinations, TB testing, physicals, background clearances, etc.)Perform all necessary daily administrative tasks to ensure efficiency of daily activities (e.g. drafting correspondence, meeting logistics, taking minutes, processing and approval of expenses and mail, organizing records and documents for signatures or printing, greeting and assisting visitors, reconciling petty cash, credit cards, and parent stipends, etc.)Make travel arrangements for staff, troubleshooting any concerns or barriers. Reconcile receipts upon returnEvaluate, provide input and assess the administrative and facilities implications of new and/or expanding business opportunities, services, or needs, providing appropriate correspondence to vendors throughoutCreate and/or edit presentations, documents, and reports with a high degree of accuracy, discretion and confidentialityMaintain and monitor SharePoint, including maintenance, revisions, and uploading or replacement of documentsCoordinate with the Jannus IT department for any purchases, changes, disruptions, or additions to technology services or IT oversight; provide follow up training and communication to staffMaintain asset tags and inventory for fiscal auditSupport website maintenance and updating as neededServe as back up for Center Assistants in their absence Research and negotiate facilities and services that could be donated as in-kind to MSEHSAssist with organizing community-wide trainings and social events, including registration, payment, set-up, and clean-upMaintain and organize Interagency Agreements, anticipating and planning for renewals to occur on timeOversee check-out processes for electronics and keysMaintain accurate, comprehensive record keeping and reporting Manage organization-wide memberships Evaluate and implement administrative and contractor processes for improvement, effectiveness, and efficiency Monitor and oversee contracted services are completed as required, that terms and services are met, liability, W9 and insurance documents are collected, and that Jannus fiscal and procurement policies are followed Develop Justification letters for selected vendors and ensure that correspondence is sent for vendors not chosen Facilities CoordinationManage and serve as point-person for all office operations, responsibilities, procedures, and services to ensure a safe and effective work environment. Position requires flexibility to respond to emergent facility or playground issues when they arise, which may not be during normal business hoursEnsure we have appropriate space, layout, furniture, equipment, and supplies to do our best workProvide facilities management, including planning, oversight and accountability for short and long-term facilities projects, liaison for building services and property management, lease management, and compliance oversightResponsible for ensuring safe environments, including emergency preparedness, disaster recovery, COVID safety protocols, business continuity, and evacuation procedures and plansEnsures completion and documentation of regular facilities inspections, fire drills, health and safety checks, and other required maintenance or safety related activities are being completed on time and as requiredResponsible for purchasing, tracking, and receiving facility and playground related supplies and equipment, coordinating with IT and fiscal on equipment inventory, and renewal or purchase of office equipment and leasesSource, negotiate and oversee contracts with facility vendors and service providers (e.g. cleaning, landscaping, maintenance/repair, technology, etc.), ensuring compliance with fiscal and Davis Bacon regulations Ensure facilities are well-maintained and meet compliance and funding regulations by planning for and conducting ongoing and preventative maintenancePlan for the future by forecasting the facility’s upcoming needs, requirements, and large item replacementsOversee any renovations, refurbishments and facility/playground projects, ensuring compliance with Davis BaconOversee office relocations that includes navigating/negotiating the best use of highly desired office, making the best and most efficient use of limited space, coordinating with movers or other external vendors and internal admin support for IT and phones and allocation of expenses and rent PROFESSIONAL DEVELOPMENT Participate in supervisory check in/monitoring meetings, professional development coaching, performance appraisals, and establishing professional development goals Attend local, regional and national conferences, workshops, meetings, and trainings (travel may be required) PRECONDITIONS AND UNDERSTANDING Staff must be willing to work a flexible schedule, including some evening and weekend hours, and travel for staff meetings, training, community engagement, and recruitment Professional attire and presence is required Maintain current driver’s license, proof of State required liability insurance, and a well-maintained vehicle Complete a physical exam and TB screening upon hire. Staff who test positive for TB are expected to follow medical guidelines. Complete periodic re-exams as prescribed by your health care provider and regulations Be aware of immunization recommendations as advised by your health care provider, recommendation by the MSEHS Health Services Advisory Committee and the Centers for Disease Control Be willing to obtain and maintain CPR/1st Aid certification Pass a pre-employment federal criminal background check and every 5 years thereafter, if employed EXPERIENCE AND EDUCATION REQUIREMENTS:A baccalaureate in business, human resources, or a related field and a minimum of 2 years proven experience in an executive assistant or administrative leadership role in a professional office environment with proven knowledge of efficient/effective office procedures and facility oversightAn unwavering commitment to a culture of belonging and to fostering diversity, equity and inclusiveness is at the heart of Jannus. We embrace and celebrate the diversity of our staff, partners, volunteers and the communities we serve as reflected in our dedication to furthering these values through our policies, programs and all that we doExceptional interpersonal and communication skills, both verbal and written, to clearly convey information and ideas, to proofread for quality, accurac

Jannus Inc

Address

Coeur d'Alene, ID
83814 USA

Industry

Business

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