ADMINISTRATIVE COORDINATOR

Date: Oct 7, 2025

Req ID: 53415

Location:

LITTLE ROCK, AR, US, 72202

Category: DEPT OF WORKFORCE SERVICES

Anticipated Starting Salary: $43,088.03

Position Summary

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Preferred Qualification

The Administrative Coordinator must demonstrate initiative as a self-starter, be analytically astute, exercise responsible discretion and judgment, and be highly motivated to competently achieve performance expectations with minimal supervision. Critical thinking skills and a high level of integrity is essential to be successful.

Proficiency in all Microsoft Office products, particularly Microsoft Excel and Word, is required. Experience with database management systems, such as Microsoft Access, is preferred. The candidate must be able to communicate effectively both orally and in writing. Knowledge of and the effective application of grammar, punctuation, and spelling rules is required. Public presentation experience is desired. Good mathematical aptitude is essential. Management and organizational skills are required, with attention to detail.

Job Responsibilities and Expected Results

Provide assistance in resolving operational and administrative issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.

Coordinate grant administration activities, review and monitor grant applications, ensure paperwork and other supporting documentation are included with grants.

Maintain a working knowledge of the Office of Adult Education strategic plan. Collect data, create, update, and track division office activities relative to progress on goals and objectives.

Read, understand, follow, and comply with verbal and written instructions. All electronic and hardcopy correspondence must be error-free and comply with grammar, syntax, spelling, punctuation, and capitalization rules.

Maintain files consisting of correspondence, reports, and subject matter material for assigned specialists. Assist others in the department if needed. Types and submits weekly, monthly, and annual reports.

Respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.

Consistently and timely read and respond to electronic mail.

Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.

Collaborate with management staff and employees to share and receive updated information regarding new initiatives, issues, or to resolve problems.

Collect and analyze data to compile reports as requested. Generate and complete weekly and monthly reports by specified or negotiated deadlines.

Schedule and manage the logistics of meetings as directed, which includes the distribution of materials and recording the minutes.

Apply features of Excel to design and format spreadsheets and create accurate formulas.

Create and send out memos and e-mails on the Director’s behalf.

Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.

Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.

Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.

Position Information

Job Series: Administrative Support

Classification: Administrative Coordinator – Career Path

Class Code: PAS02P

Pay Grade: SGS04

Salary Range: $43,088 - $63,770

Job Summary

The Administrative Coordinator serves as an essential part of the administrative team within a department, providing higher-level coordination and management of office functions, supporting leadership, and ensuring efficient day-to-day operations. This role goes beyond traditional administrative tasks by requiring a proactive approach to problem-solving, project management, and team collaboration. The Administrative Coordinator plays a key role in supporting policy implementation, managing workflows, coordinating cross-departmental activities, and enhancing communication and operational efficiency.

Primary Responsibilities

Oversee the daily operations of the office, ensuring that office systems, procedures, and resources are efficiently managed. Monitor office supply levels, place orders, and manage inventory to ensure all operational needs are met. Ensure office equipment is functioning properly and arrange for repairs or maintenance as needed. Coordinate complex scheduling for senior staff, arranging meetings, conferences, and travel plans. Prioritize appointments and ensure that all participants are informed and prepared for meetings or events. Maintain accurate and up-to-date records for both physical and digital files, ensuring ease of access and compliance with relevant policies. Organize and manage filing systems for confidential and non-confidential information, ensuring adherence to state laws and regulations. Assist in evaluating existing administrative processes and recommend improvements to streamline operations and increase efficiency. Collaborate with team members and leadership to design and implement changes that enhance organizational performance. Manage internal communications, ensuring that memos, notices, and announcements are distributed efficiently and accurately.

Knowledge and Skills

Ability to manage multiple priorities, tasks, and deadlines simultaneously. High attention to detail and accuracy in all administrative tasks, including document management, budget tracking, and scheduling. Strong verbal and written communication skills, with the ability to interact effectively with internal and external stakeholders. Ability to prepare clear, concise reports and correspondence that convey key information to various audiences. Strong problem-solving abilities to address administrative issues, resolve conflicts, and improve workflows. Strong skills in using office software applications (Microsoft Word, Excel, PowerPoint, Outlook), and familiarity with project management software or database systems.

Minimum Qualifications

A high school diploma or equivalent is required, plus one (1) year of experience in administrative roles.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Licensure/Certifications

N/A OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.