Administrative Coordinator

Description

At Atlas School, LLC, (formerly known as Holberton Tulsa, LLC) we are dedicated to our students’ success and committed to providing them with our best service from start to finish. The Administrative Coordinator works collaboratively with the CEO, Executive Director, and other leaders and team members throughout the school, to ensure proper tools, processes, and resources are in place for the effective and efficient execution of all academic and business efforts at Atlas School. You will join a highly-motivated team that is driven to train the next generation of software engineers for Tulsa.

Tasks & Work Activities

•   Provide support to Executive Director and CEO, and other Senior Staff as requested.
• Accurately completes administrative tasks such as managing calendars and scheduling, correspondence, expense reports, and credit card reconciliation, and scheduling staff events.
• Perform duties such as responding to inquiries and information requests from both internal and external customers, taking accurate notes and delivering timely messages, providing follow-up for information requests and greeting visitors.
• Perform administrative tasks, which could include: researching, setting up and maintaining spreadsheets and databases; completing forms; logging or posting information; and data entry.
• Proofreading, formatting, printing and assembly of materials as requested by the CEO or Executive Director.
• Coordinates and arranges travel planning and assistance with destination details as assigned.
• Meeting Assistance: Assist with onsite meeting preparation and arrangements. Including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations).
• Collaborate with Facilities Coordinator on relevant projects.
• Purchases and organizes office supplies and equipment with support from Facilities Coordinator and Operations manager.
• Supports invoicing process and ensure they are paid on time.
• Supports the annual budget and financial review process; attending review meetings, communicating with the accounting team, and answering questions for team managers related to their expenses and budget.
• Provide support in preparing scheduled reports, coordinating mass communication, editing, formatting, and finalizing materials.
• Supporting project management and taking the lead on projects when appropriate with prior approval from Executive Director and CEO or Operations Manager. 
• Stays current on the use of all software and technology changes implemented for GKFF, specifically those impacting assigned team, and works with the Operations team on implementation and training.
• Supports Operations Manager on staff IT needs and coordinates support by submitting tickets to IT management service as needed.
• Maintain confidentiality in all written and verbal correspondence.
• Support staff performance review process; communicating schedules, organizing and archiving documents with discretion, supporting manager training sessions, and other relevant tasks.
• Organizes and schedules staff events and celebrations such as team building events, staff anniversaries, birthdays, and other recognitions. 
• Other duties as assigned 

Work Context

• Requires sitting
• Requires telephone conversations
• Requires face-to-face and virtual discussions with individuals and teams
• Requires time outside of business hours (evenings and possible weekends)
• Requires meeting strict deadlines
• Requires working indoors

Requirements

Education & Experiences

• High School Diploma or equivalent.
• 1-2 years of relevant work experience.
• Preferred: 2+ years of experience providing support for executive officers

Skills:

Basic Skills

• Customer service obsessed.
• Proactive problem-solving skills.
• Enthusiastic and energetic customer service skills.
• Ability to handle frequent interruptions and work independently.
• Confident working with technology.
• Utmost adherence to confidentiality, discretion, and trustworthiness in handling sensitive or confidential information.
• Experience managing multiple calendars and large contact databases.
• Excellent oral and written communication skills.

Tools:

• Desktop Computers (Mac & PC)
• Laptop Computers (Mac & PC)
• Phone (Mobile/Landline)
• Google workplace suite

Maintaining Job Qualification Requirements Year-Over-Year:

In-Service Training Requirements

In-service training is provided to individuals fulfilling this position to enhance their skills set. Atlas School provides its employees with access to webinars, training sessions, and a collection of professional materials to keep abreast of current requirements, techniques, best practices, and policies and procedures. Training will occur during regular and on-going meetings.

About our Benefits

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and a generous retirement contributions designed to support you and your family.

Details:

• 100% employer paid medical, dental, and long-term disability for full-time employees only.  Option to add vision and dependents.
• 401K employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about
• Employer paid AD&D life insurance, with employee options to add supplemental life insurance.