ADMINISTRATIVE COORDINATOR in Ankeny, Iowa at Honoring Opportunities For Personal Empowerment

The Administrative Coordinator provides essential administrative and organizational support to Hope Agency. This position helps ensure the office operates efficiently, staff have the information and resources they need, and required documentation, communication, scheduling, and records are maintained accurately and timely.

The Administrative Coordinator works closely with leadership, staff, participants, families, vendors, and community partners while maintaining confidentiality, professionalism, and a person-centered approach.

Essential Duties and Responsibilities

Administrative Support

· Manage daily office operations and administrative tasks.

· Answer and direct phone calls, emails, and other correspondence.

· Greet visitors and provide professional customer service.

· Maintain organized electronic and paper files.

· Prepare, distribute, and maintain forms, reports, letters, and other documents.

· Assist leadership with projects, meetings, schedules, and administrative needs.

· Order and maintain office supplies and equipment.

· Maintain calendars, appointments, meetings, and important deadlines.

· Assist with data entry and tracking of organizational information.

Employee & Staff Support

· Assist with onboarding paperwork and new-hire administrative processes.

· Maintain employee records and required documentation.

· Assist with tracking training, certifications, licenses, and other staff requirements.

· Help communicate staff announcements, meetings, deadlines, and organizational information.

· Assist leadership with employee documentation and administrative follow-up.

· Maintain confidentiality regarding employee and organizational information.

Participant & Program Support

· Assist with maintaining participant records and required documentation.

· Support staff with obtaining and organizing participant-related paperwork.

· Help ensure required documentation is completed, organized, and maintained according to agency procedures.

· Communicate professionally with participants, families, guardians, and community partners.

· Support the agency’s person-centered philosophy and respect the rights, dignity, privacy, and choices of individuals served.

Compliance & Documentation

· Assist with maintaining documentation required by Hope Agency, funding sources, and regulatory agencies.

· Track deadlines for required documentation, renewals, certifications, and other compliance requirements.

· Assist with preparing information for audits, reviews, inspections, and quality assurance activities.

· Identify missing or incomplete documentation and communicate concerns to appropriate leadership.

· Maintain accurate and confidential records.

Communication & Coordination

· Serve as a central point of communication between administrative staff, program staff, leadership, participants, families, and outside organizations.

· Coordinate information and follow up on outstanding administrative items.

· Assist with agency meetings, events, trainings, and special projects.

· Maintain professional relationships with vendors, community organizations, and service providers.

Other Responsibilities

· Assist with special projects and agency initiatives.

· Provide administrative coverage and support as needed.

· Follow all Hope Agency policies and procedures.

· Maintain required confidentiality and professional boundaries.

· Perform other duties as assigned.

Qualifications

Required:

· High school diploma or equivalent.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Ability to manage multiple priorities and meet deadlines.

· Basic computer skills and ability to learn agency software and systems.

· Ability to maintain confidentiality.

· Professional and dependable work ethic.

· Ability to work independently and as part of a team.

Preferred:

· Associate’s or bachelor’s degree in business administration, human services, office administration, or a related field.

· Previous administrative or office-management experience.

· Experience working in a human-services, healthcare, disability-services, or nonprofit setting.

· Experience with electronic records, scheduling systems, Microsoft Office, Google Workspace, or similar software.

Skills and Competencies

· Organization and attention to detail

· Professional communication

· Problem solving

· Time management

· Follow-through and accountability

· Confidentiality and discretion

· Customer service

· Teamwork

· Adaptability

· Ability to prioritize competing demands

· Ability to work with individuals with varying needs and abilities

Physical Requirements

The Administrative Coordinator must be able to perform the essential functions of the position with or without reasonable accommodation. The position may require prolonged periods of sitting, standing, walking, computer use, filing, lifting and carrying office materials, and occasional movement throughout Hope Agency facilities.

Work Environment

The position primarily works in an office environment but may occasionally interact with participants and staff in program locations or community settings.

Confidentiality

The Administrative Coordinator will have access to confidential participant, employee, financial, medical, and organizational information. The employee is expected to protect confidential information and follow all applicable laws, regulations, and Hope Agency policies.

Employment Expectations

Employees are expected to:

· Demonstrate respect for all individuals served and coworkers.

· Maintain professional boundaries.

· Communicate concerns promptly to appropriate leadership.

· Follow agency policies and procedures.

· Maintain accurate and timely documentation.

· Demonstrate reliability and accountability.

· Promote a positive, respectful, and inclusive workplace.

· Support Hope Agency’s mission and values.