Job Announcement – Administrative Services Coordinator

10.26.2018


 

The Mississippi Public Health Institute (MSPHI),  a nonprofit organization based in Ridgeland, MS whose mission is to engage in partnerships and activities to improve the health of Mississippians,  is seeking an Administrative Services Coordinator (“ASC”)  help maintain the smooth functioning of the administrative and office functions of the organization. The ASC will be supervised by the CAO, although s/he will also work closely with other staff.
Please submit cover letter, resume and three professional references to humanresources@msphi.orgNo phone calls or walk-ins please. Deadline for application submission is Friday, November 16, 2018.
 

Administrative Services Coordinator (ASC)

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.

 

Duties include, but are not limited to the following categories:

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.

Send Resumes to humanresources@msphi.org