Published 9 days ago

Administrative Coordinator

On-site, Work must be performed in or near Baltimore, MD


Job Type:Full Time
Start Date:August 5, 2024
Application Deadline:July 19, 2024
Education:High School Diploma Required
Experience Level:Mid-level
Salary:USD $36,500 - $38,000 / year


Agency Mission

The BioTechnical Institute of Maryland, Inc. (BTI) was founded in 1998 as a non-profit to train and place entry-level biotechnicians in Maryland’s rapidly expanding biotech industry. The BTI Laboratory Associates Program provides tuition-free training in basic laboratory skills to bright, ambitious, unemployed, and under-employed residents of the region.

Position Summary

The Administrative Coordinator will provide essential support to participants, assist the Executive Director with managing the company budgets, greet and communicate with staff and guests, and ensure effective office workflow. Responsibilities include filing, faxing, creating memos and reports, and other clerical duties. The ideal candidate will have strong time-management skills, basic math proficiency, and excellent verbal and written communication skills. They must also be adept at prioritizing tasks and meeting deadlines. Ultimately, the Administrative Coordinator will support our staff and ensure smooth daily operations.

This role is integral to our team and requires self-motivation, adaptability, and a collaborative spirit. The work environment is often fast-paced and demands high-quality deliverables and the ability to meet deadlines consistently. The Administrative Coordinator's contributions are crucial to the seamless functioning of our organization.

Administrative Essential Responsibilities

·      Help staff, program participants, visitors, and Board of Directors as needed.

·      Create, prepare, and deliver reports.

·      Implements administrative projects, systems, procedures, and policies.

·      Perform clerical duties, such as filing, faxing, answering phone calls, managing entry bell, and responding to emails.

·      Maintains rapport with customers, managers, and employees by researching and developing new services and methods, setting priorities, and problem-solving for workflow issues.

·      Directs administrative productivity in accordance with management directives.

·      Maintains continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs.

·      Maintaining client relationships and answering their questions.

·      Pays vendors, maintains the facilities and office supply budget, and oversees other expenses necessary for day-to-day administrative operations.

·      Work closely with the accountants to update the master monthly financial spreadsheet on the shared drive.

·      Coordinate with outside vendors and contractors.

·      Completes administrative projects by identifying and implementing new technology and resources, redesigning systems, and recommending re-deployment of designated resources.

·      Accomplishes department and organization mission by completing related tasks and projects as needed.

Participant Support Essential Responsibilities

·      Document and scan participant homework and date stamp.

·      Document participant attendance.

·      Support the Case Manager by scheduling applicants during testing/recruitment.

·      Update the Main Recruiting spreadsheet with candidate information.

·      Photocopy participant materials and distribute.

·      Maintain ledger of bus pass distribution

·      Order, retrieve, and distribute bus passes.

·      Compile stipends check spreadsheet and signature sheet based on distribution schedule.

·      Compile monthly stipend spreadsheet to submit with financial reports.

·      Enter in QuickBooks and issue checks for signature by ED.

·      Compile weekly and monthly internship spreadsheets with supporting timesheets.

·      Complete employment verification form detailing new employment, promotions for students and alumni

·      Update core Roster form with employment information for participants.

·       Provide admin support for workshops.

Qualifications, Skills, and Talents

·      High school diploma or GED

·      Intermediate level of experience with productivity tools, such as Microsoft Office Suite, Quickbooks, Excel

·      Familiarity with office equipment, such as fax machines, copy machines, and phone systems

·      Comfort using business email system, such as Microsoft Outlook

·      Highly organized and able to create an organized and easy-to-follow system for others

·      Ability to handle multiple tasks and duties simultaneously

·      Independently motivated, with the ability to take on tasks and duties without immediate direction

·      Strong communication skills

·      Excellent verbal and written skills

Agency Mission

The BioTechnical Institute of Maryland, Inc. (BTI) was founded in 1998 as a non-profit to train and place entry-level biotechnicians in Maryland’s rapidly expanding biotech industry. The BTI Laboratory Associates Program…


1101 W Pratt St, Baltimore, MD 21223, USA

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