Overview
The Administrative Services Coordinator I I provides office support services to the Neurodiversity at Work programs. This employee must maintain accuracy and ensure confidentiality of all client, finance, and personnel information accessible to this position. This position is responsible for maintaining records and processing payroll, reimbursements, and procurements. This staff member will schedule and support staff meetings and trainings. This position will work with the leadership team to prepare, review, and disseminate marketing materials to community partners. The incumbent plays a crucial role in helping the program maintain compliance and accurate financial records.
Responsibilities
-
Pay invoices, process orders, and submit staff reimbursements and advances in a timely manner using Workspace purchasing and expensing system.
-
Accurately code invoices, purchase orders, advances, and staff reimbursements in keeping with the departmental budgets and maintain vendor files for current and prior year orders in an organized manner.
-
Liaison between staff and vendors and work diligently to resolve issues with orders and returns.
-
Create, distribute, and batch weekly bills in a timely manner to ensure accurate, consistent weekly cash flow of service revenue. Monitor payments and follow-up on any outstanding receivables.
-
Monitor Neurodiversity at Work revenue and expenses, including assisting with tracking of fundraisers and monthly donations. Communicate monthly expense and receivables to the Assistant Vice President and the department’s Business Office in an organized manner.
-
Maintain the Kronos timekeeping system in an accurate and timely manner. File paperwork from staff and supervisors regarding timekeeping (e.g., Schedule Modification Forms, e-mails and Over Time Sheets).
-
Schedule, collect, and track necessary forms including, but not limited to fingerprinting, Child Protective Services (CPS), Developmental Disabilities Administration (DDA) required trainings, Division of Rehabilitation Services (DORS) trainings, driving records and vehicle information, and staff profiles. Complete a monthly report to audit missing information.
-
Schedule and monitor staff training requirements and training expiration dates.
-
Collaborate with the Neurodiversity at Work leadership team on the development, review, and dissemination of marketing materials including monthly newsletters, fundraising materials, and media spotlights.
-
Collaborate with the Neurodiversity at Work leadership team on outreach to current and future donors.
-
Assist with building and maintaining online Neurodiversity at Work team database including client records, staff records, and reporting documents.
-
Greet families, clients, visitors and staff in a professional and friendly manner and display tact, patience and courtesy in dealing with staff members, families and outside agencies.
-
Coordinate the message center. Receive and distribute messages for staff and make a special effort to reach staff with important messages that cannot wait until the staff members call in or pick up their messages. Interact with the classrooms via the intercom system.
-
Schedule meetings and perform other administrative duties as assigned.
-
Prepare documents and complete special projects as assigned.
Qualifications
EDUCATION:
High School Diploma, GED required.
EXPERIENCE:
Three (3) years of previous administrative support or other relevant experience required
Benefits
Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and childcare subsidies! In addition, we offer rich professional development opportunities.
We require full COVID vaccination or documentation of medical and/or religious exemption(s) approval for this job as we are a healthcare institution committed to putting health and safety first for our patients, students, employees, and the communities we serve.
EOE/M/F/D/V
Minimum pay range
USD $44,074.58/Yr.
Maximum pay range
USD $73,784.46/Yr.
Vacancy ID 11055
Job Location : Street 1741 Ashland Ave
# of Hours 40.00
Job Locations US-MD-Baltimore
Pos. Type Regular Full Time
Equal Opportunity Provider & Employer M/F/Disability/ProtectedVet
