Overview
Administrative Coordinator Jobs in Melville, NY at ADT
JobID: 2507
Position Type:
Administrative Assistant/Clerical/Administrative Assistant – 12-Months
Date Posted:
6/23/2025
Location:
District Office
Title: Office Manager / Administration Building Operations & Human Resources Administrative Support
Department: Facilities, Security, & Human Resources
Assignment: Admin Other 12 months
FLSA Status: Non-Exempt
Reports To: CHRO/Deputy Superintendent and the Executive Director of Facilities Management
Supports: Facilities, Security, and Human Resources
Location: District Administration Building
Salary Range: $48,000 – $58,000
Summary:
This multifaceted role serves as the first point of contact at the District Main Office, delivering a warm and professional reception experience. As Office Manager, the individual oversees all purchasing and inventory management for office supplies, ensuring smooth and efficient operations. In addition, they provide dedicated executive support to the Executive Director of Facilities Management and Director of Security, managing schedules, communications, and special projects. The role also extends to supporting the Human Resources department with administrative tasks, contributing to streamlined HR processes. Success in this position requires exceptional organizational skills, proactive initiative, independent judgment, and a thorough understanding of district policies and procedures within a public school environment.
Qualifications:
Personally motivated to provide excellent customer-focused service.
Strong organizational skills, excellent attention to detail, follow-through, and problem-solving abilities.
Proven work experience as a front office administrative assistant or similar office experience.
Ability and willingness to learn new software, keep computer literacy, data entry, and data analysis skills current.
Proficiency in Microsoft Office Suite and Google Suite.
Effective written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills, multitasking, and time-management with the ability to prioritize.
File, post, and copy data from records, make arithmetic calculations, decipher handwriting, proofread documents, and follow written and oral instructions.
Ability to handle multiple tasks simultaneously and carry out detailed procedures with several variables.
Must be able to interact in a positive manner with students, faculty, parents, and other staff members.
Experience in managing and processing purchase orders and invoices, including proficiency in utilizing a purchase order system to ensure timely and accurate financial documentation and tracking of expenditures.
High School degree or equivalent.
Essential Functions:
The criteria indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.
Front Desk Responsibilities
Greet, welcome, and direct visitors upon arrival in a professional and courteous manner.
Provide general security for the front desk of the District office. Monitor the security cameras at the administration building.
Answer, screen, and forward incoming calls.
Maintain and organize the building reception and kitchen area.
Provide basic and accurate District information in person, over the phone, or via email.
Receive, sort, and distribute daily mail and deliveries and process all outgoing mail. Photocopy, scan, and fax as necessary.
Administrative Support for Facilities & Security
Schedule meetings, maintain calendars, and arrange meetings for the operation department (including the Executive Director of Facilities Management and Director of Security)
Manage and submit purchase orders and invoices for the Facilities Department.
Become familiar with District operations and initiatives.
Support the planning and execution of facility inspections, maintenance schedules.
Assist in managing inventory levels of equipment, and coordinate procurement processes.
Assist in the preparation and distribution of internal or community communications, reports, and memos related to facilities management initiatives.
Prepare agendas and take minutes during departmental meetings, ensuring accurate documentation and follow-up on action items.
Administrative Support for Human Resources
Provide support for hiring and onboarding processes including but not limited to student teachers, substitute teachers, game help, proctors, and contract workers.
Support the new hire process by keeping spreadsheets and electronic files up to date on a timely basis.
Assist with Verifent responses to Faith’s Law and Experience Requests in a timely manner.
Maintain databases, spreadsheets, letters/memos and presentations.
Exercise discretion with sensitive information and maintain confidentiality.
Office Manager Responsibilities
Office responsibilities include coordinating and ordering office supplies, managing furniture requests or office moves, and coordinating with IT regarding shared equipment (copiers and postage machines).
Other related duties as assigned.
Language Skills
Ability to communicate clearly, both in oral and written format, with all constituents of the District 113 community. Ability to effectively present information and respond to questions as they arise. Ability to establish and maintain effective working relationships with staff and the school community. Ability to perform duties with awareness of all District requirements and Board of Education policies.
Mathematical Skills
Ability to calculate figures and apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of verbal and written instructions and deal with multiple abstract and concrete variables.
Contacts Outside Your Own Department:
Constituents of the District 113 community that includes, school staff, administrative team, Board of Education, parents, students, and the public.
Physical and Mental Demands:
While performing the duties of this job: the employee is regularly required to:
Talk, hear, stand, walk, sit, bend, write, and type.
Communicate with staff and others.
Use hands and/or fingers, handle, feel or operate objects,tools or controls.
May occasionally be required to lift up to 35 pounds, bend, twist, reach and climb.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision,depth perception and ability to adjust focus.
Specific psychological demands of this job include the ability to remain calm under stress levelsassociated with constant public and other staff contact.
The noise level in the work environment ranges from quiet/moderate to loud. The temperature level in the work environment is consistent with an office environment.
Safety:
As a part of the District workforce, this role is responsible for being aware of, modeling and contributing to the maintenance and implementation of all District safety policies and procedures.
Required to:
Use good safety awareness and judgment
Follow policies
Report potentially unsafe conditions
Follow manufacturer safety instructions when using equipment
Follow agency ergonomic policies and procedures
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Show more
Title: Administrative Coordinator
Company: ADT
Location: Melville, NY
