Office & Events Coordinator

Job description

Nebraska Early Childhood Collaborative new hires are required to be fully vaccinated against COVID-19 by the first day of their employment or have an approved medical or religious exemption on file.

Job Summary

The Office & Events Coordinator is responsible for the management of the overall office activities including facilities management, identifying and implementing innovations to achieve greater efficiency or enhanced workflow, and special events coordination for internal NECC activities and external visitors who utilize our state-of-the-art training center. The Office & Events Coordinator works to maintain a pleasant work and training center environment and ensures high levels of organizational effectiveness, communication, and safety. This position works closely with all employees of NECC across all departments.

Duties and Responsibilities

• Coordinate the day-to-day operations of the facility.
• Manage the office reception area, providing excellent customer service via phone, email, mail, and in person, ensuring effective communication both internally and externally and maintaining a professional image.
• Warmly greet and direct all guests, clients, and visitors and provide support and assistance, as needed, throughout their visit.
• Provide general administrative support to include data entry, filing, sorting, faxing, and organizing documents.
• Manage intranet homepage, internal calendar, and all-staff email to ensure regular, timely communication to the entire organization.
• Maintain staff directories, maps, and signage, as needed.
• Sort mail and package deliveries, and assist staff with shipping or mailing needs.
• Manage NECC's daily calendar; schedule meetings both on- and off-site.
• Manage internal communications coordination to all staff through regular updates regarding all office activities, staff events, trainings, celebrations, etc.
• Supervise the maintenance of office areas and equipment, coordinating cleaning and custodial services, keeping the office environment and training spaces clean, organized, and in excellent working order.
• Coordinate with the IT Manager to ensure office technology and equipment, including copiers, fax machine, etc. are maintained and in good working order.
• Manage office supply inventory and related purchases for all staff in accordance with company purchasing policies and budgetary restrictions.
• Manage internal office space and staff workroom, coordinating necessary arrangements and supplies for office meetings among multiple conference and training rooms.
• Coordinate and support NECC-hosted trainings and all-staff events. (e.g. Order supplies, create training packets, schedule presenters, coordinate catering, order swag for gift bags and prizes, etc.)
• Coordinate and serve as the main point of contact for non-NECC facility meetings, trainings, and special event requests and reservations through Outlook or other management software; keep track of the multiple comings and goings through the office and training space.
• Stay current on innovations for office and events management through technology or other means, and offer ideas to leadership for improvements.
• Communicate with Omaha Public Schools and public services as necessary.
• Coordinate with HR to update and maintain office policies and notices, as necessary.
• Coordinate with HR to welcome all new NECC employees with information specific to office technology, operations, and procedures.
• Assist with emergency preparedness, safety protocols, and related documentation.
• Participate, as needed, in special department projects.
• Perform other duties as needed.

Education and Experience

• Either an associate degree in business administration or related field required, with
• A minimum two years of experience in an administrative assisting, secretarial, events coordination, or related role required, or
• An equivalent combination of education and experience sufficient to successfully perform the job duties and responsibilities.

Certifications and Licenses

• None.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge of commonly accepted administrative processes and procedures.
• Knowledge of state and federal requirements for documentation retention. (e.g. EHS, OSHA, insurance, liability.)
• Highly skilled in Microsoft Office tools such as Word, Excel, and Outlook.
• Ability to multitask and stay organized in a fast-paced office environment.
• Strong communication skills, both verbal and written.
• Strong customer service skills, both in person and over the phone.
• Great attention to detail in composing, typing, and proofing materials.
• Ability to work in a diverse environment with diverse client expectations.
• Ability to interact with others and meet various expectations while exhibiting a positive and professional attitude.
• Ability to self-start and work independently as well as a member of a team.
• Bilingual English-Spanish preferred.