Administrative Service Coordinator

Mississippi Public Health Institute - Ridgeland, MS

Full-time
General

Perform receptionist duties such as answering phone calls, greeting guests, maintaining a neat and tidy front desk and lobby area and serve as MSPHI’s goodwill ambassador
Troubleshoot office issues and provide solutions to issues that may impede efficient operations
Check mail daily and route to appropriate staff
Maintain a sufficient inventory of various supplies and develop a system for ordering supplies as needed
Maintain office equipment such as copiers and printers and ensure the availability of supplies as necessary
Resolve issues with the building and facilities, such as needed maintenance or emergency repairs
Carry out regular checks of inventory and building/office condition to identify any areas where improvement is needed
Mississippi Department of Mental Health/Workforce Development

Provide general administrative support for workforce development activities and workforce development staff
Maintain records of workshops, participant and subject matter expert information
Set up refreshments and ensure inviting and hospitable environment for training participants
Create queries, reports and mailings and maintain facility calendar
Schedule and organize meetings, travel and other activities as needed
Respond timely to phone, electronic and in-person inquiries from training participants and others seeking information about workforce development activities
Work independently and within the workforce development team to ensure efficient operations
Design, prepare and send emails and documents to training participants and instructors
Contribute to positive and welcoming environment for training participants and general public by providing excellent customer service
Provide support in the following areas; telephoning, filing, photocopying, faxing, scheduling meetings, e-mailing and bulk mailing
Participate in training on the Learning Management System
Copy and collate handouts and assist in preparing training resource materials
Maintain training supplies and inventory, order supplies and assist in setting up training room
Recommend routine changes in operating procedures
Perform other tasks and/or special projects as assigned
Human Resources Coordination

Administer benefits plans including enrollments, changes and terminations
Assist in onboarding new employees and maintaining confidential files
Verify I-9 documentation and maintain that they are current
Submit the online investigation requests and assists with new employee background checks.
Maintain personnel files and keep all information safely secured
Exercise extreme confidentiality in the course of handling personnel files and other company information
Contract Preparation, Monitoring and Invoicing

Prepare consultant and fee-for service contracts under advisement of CEO and CAO
Monitor contracts to ensure accurate expenditures and reimbursements are made timely
Set up tickler system to track contracts to alert management when contracts are ending
Review invoices and submit to CEO or CAO for approval
Work with accountant to ensure company bills are uploaded to bill.com
Mental Health Minimum Standards Compliance

Ensure MSPHI’s compliance with the Mississippi Department of Mental Health’s Minimum Standards for Programs
Maintain an MPSHI operations manual for minimum standards
Work with the mental health monitor when conducting site visits to provide documents and materials needed to determine MSPHI’s compliance
Education

Minimum requirement: college degree or equivalent work experience

Supervisory Relationships: The Administrative Coordinator reports to the Chief Administrative Officer (CAO)

Office Hours: 8:00 a.m. – 5:00 pm; One hour lunch

Salary & Benefits

$35,000-$40,000 depending on skills and experience. Benefits include paid vacation and sick leave, holidays and 403b retirement plan. No health, dental and other insurance available at this time.

Other: Limited in-town travel to pick up supplies and other errands as needed. Mileage reimbursed at current government rate.

Requirements

The ASC must be a mature professional with extremely organizational abilities and detail oriented in planning, managing and carrying out responsibilities. The ASC must have the initiative to work independently when appropriate as well as collaboratively with others (must be a team player). ASC must be able to handle multiple tasks in an efficient, effective, courteous manner; learn and become proficient at operating filing systems, computer system, and telephone system; have excellent written and oral communication skills and should be accomplished with MS Office including MS Word, Outlook and Excel for PC; and have a valid Mississippi driver’s license, a good driving record, and reliable transportation.

The ASC should also be analytical and comfortable in an environment that is subject to frequent change and social interactions. The ASC will assist with management of the operational side of the company by performing receptionist duties, working with staff and accountant on contracts and budgets and managing building and facility issues. The ASC will also manage equipment and be responsible for a variety of projects that may come up in the course of the job. Finally, the ASC must be able to be discreet in all company matters, exercise sound judgment and have a positive attitude toward staff and clients.

Candidates meeting the required qualifications for the position will be evaluated based on reference checks, technological and writing skills.