Administrative Operations Coordinator at Children's Rehabilitation Institute TeletonUSA – San Antonio, Texas

POSITION SUMMARY

The Administrative Operations Coordinator supports the Chief Operating Officer and plays a critical role in ensuring smooth day-to-day administrative and operational functions across the organization. This role manages responsibilities across compliance tracking, vehicle and facilities coordination, HR documentation, purchasing and serves as a key liaison between leadership, staff and external vendors. This position also assists organizational leadership with special projects as assigned.

WORKING CONDITIONS

General office and sedentary, requiring extended periods of time at a keyboard or workstation. Ability to exert a light degree of physical effort including carrying, pushing, pulling, climbing, balancing, standing, stooping, kneeling, crouching, crawling, walking and the assisted lifting of objects and materials up to 25 pounds. Specific vision abilities include close vision and distance vision. Limited exposure to adverse environmental conditions, such as dirt, dust, odors, humidity, temperature and noise extremes, wetness and vibrations. Use of personal computing equipment, telephone, multi-functioning printer and calculator. Manual dexterity, ability to reach, bend and use 2-step stool while safely lifting and lowering boxes. Ability to travel to and from meetings, training sessions or other business-related events. May be required to work after hours to include weekends and holidays.

ESSENTIAL FUNCTIONS

Provides direct administrative support to the COO, including scheduling, follow-ups and task coordination.

Facilitates smooth daily operations for the assigned department through a variety of administrative and clerical tasks.

Supports the C-suite and leadership team with scheduling, travel arrangements and general administrative needs.

Exercises sound judgment and effective communication when interacting with staff, leadership, patients, families and visitors.

Answers and directs incoming calls, prioritizes needs and escalates issues promptly.

Supports Facilities Department projects and daily administrative needs.

Assists leadership with project planning, research, tracking and documentation as needed.

Helps coordinate interdepartmental communication and information flow to support organizational priorities.

Maintains a compliance calendar and ensures timely scheduling of all required inspections (e.g., fire, HVAC, pest control, elevator, etc).

Organizes and tracks facilities-related records, permits and inspection documentation.

Obtains quotes and coordinates scheduled maintenance and repair work.

Monitors and follows up on facility maintenance needs in coordination with team members and vendors.

Makes approved purchases on behalf of the organization (e.g., supplies, services, equipment, etc).

Maintains purchasing records and receipts in alignment with organizational accounting practices.

Tracks inventory levels and replenishes items as needed.

Coordinates scheduling of vehicle maintenance, inspections, cleanings and registration renewals.

Ensures that all organizational vehicles are compliant and records are up to date.

Oversees the assignment of vehicles to staff as needed, including a check-in/check-out process.

Ensures all drivers of company vehicles meet insurance and eligibility requirements and maintain appropriate documentation.

Works closely with HR to collect required onboarding and employment documentation (e.g., I-9, tax forms, licenses).

Uploads and maintains digital employee files in compliance with organizational and legal requirements.

Supports tracking of compliance training and HR-related documentation completion.

Assists with annual benefits open enrollment in collaboration with HR and the COO.

Guides team members to the appropriate contact or resource for HR or benefits-related questions (e.g., provide HR contact information for employment matters, share broker contact for benefit inquiries).

Ensures all employees with professional licensures maintain active status and assist in tracking annual renewals in coordination with HR.

Serves as the point of contact for third-party housekeeping providers.

Communicates scheduling needs, concerns, or changes between vendor and leadership.

Welcomes and guides visitors and clients within the facility.

Assists with event setup, cleanup and coordination for meetings and functions.

Maintains organized filing systems and retrieves records as needed.

Prepares agendas, records meeting minutes and distributes documentation.

Responds to administrative inquiries and resolves routine questions.

Manages office supply inventory and coordinates office equipment maintenance.

Works with accounting to reconcile expenses and manage petty cash documentation.

Tracks, updates and maintains departmental policies and procedures.

Prepares and organizes departmental documents, presentations and materials.

Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

Education Experience License & Certification Testing Other

• Hight School Diploma or Equivalent

• Associates Degree or some college coursework

• Bilingual in Spanish preferred • 2 years of Administrative or Clerical Support experience • Valid Texas Driver License

• Criminal background check

• Non-DOT drug test

• Acceptable MVR • MS Office Programs

• Paycor

Special Notes

1. Very important to this position are: active listening, reading comprehension, speaking, service oriented, writing, coordination, critical thinking, social perceptiveness, time management, active learning and judgment and decision making.

2. Important to this position are: oral comprehension, oral expression, speech recognition, written comprehension, written expression, problem sensitivity and selective attention.

EMPLOYEE NOTICE

This is a general description of the essential job functions for this position. The description provided is not necessarily inclusive of all essential functions, and does not include all duties, responsibilities and obligations of an employee in this position. Duties, responsibilities, obligations and functions can and will, as necessary, change as required by business necessity. Children’s Rehabilitation Institute | Teleton USA employee job performance is evaluated based on all aspects and functions of the position, whether or not specifically identified in this job description.

Children’s Rehabilitation Institute | Teleton USA is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Children’s Rehabilitation Institute | Teleton USA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Children’s Rehabilitation Institute | Teleton USA’s’ Compliance Officer.