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About the Role

The Administrative Office Coordinator promotes organizational efficiency by maintaining organized systems, coordinating communications and office resources, preparing accurate records and reports, and contributing to a positive, professional work environment.

Responsibilities

Provide administrative support to the CEO and other senior leaders, including scheduling, meeting preparation, correspondence, document formatting, copying/scanning, and administrative projects.
Prepare communication and reports on behalf of leadership, ensuring accuracy, professionalism, confidentiality, and alignment with organizational standards.
Serve as the primary administrative contact for the SCADD Administration Office and the Center for Knowledge and Professional Development.
Greet and direct visitors, answer/reroute general calls, and maintain common administrative areas.
Coordinate incoming/outgoing mail, deliveries, interoffice mail, and couriers.
Monitor office supplies and place approved orders.
Coordinate service calls for copiers and other shared office equipment.
Communicate building-related needs to the appropriate department.
Maintain administrative building conference-room calendars and coordinate room reservations.
Resolve scheduling conflicts for conference rooms.
Prepare rooms for meetings and training, and coordinate refreshments/materials.
Ensure conference rooms are reset after use.
Coordinate travel arrangements for staff, including registration, transportation, lodging, itineraries, and related logistics.
Serve as a resource for staff regarding administrative processes, forms, directories, meeting logistics, and general questions.
Maintain inventory of office and meeting supplies.
Coordinate approved purchases and POs, receive and distribute orders, and maintain basic purchasing documentation.
Work with Finance to ensure appropriate paperwork is submitted.
Provide administrative/logistical support for SCADD events, including registration lists, name tags, assembling materials, mailings, supply preparation, and day-of administrative support.
Maintain organized electronic and physical administrative files.
Prepare correspondence and documents.
Assist with data entry.
Maintain templates/forms.
Archive records according to SCADD procedures.
Handle confidential information appropriately.
Submit and track maintenance requests.
Coordinate with appropriate facilities teams for repairs.
Communicate planned building work or disruptions.
Maintain building access/key lists as appropriate.
Report safety concerns.
Ensure common areas, conference rooms, kitchen areas, and supply areas remain organized.
Support special projects, data collection, meeting preparation, organizational initiatives, and administrative coverage as assigned.
Some early mornings, evenings, and weekends may be required.

Requirements

Associate’s degree with at least two years of related experience.
An equivalent combination of education and experience may be considered.
Strong organizational, time-management, written communication, verbal communication, and customer-service skills.
Ability to manage multiple priorities, maintain accurate records, meet deadlines, and work effectively in a fast-paced environment.
Proficient with Microsoft 365 applications, including Teams, Outlook, Word, Excel, and PowerPoint.
Ability to learn applicable agency software.
Ability to maintain confidentiality and appropriately handle sensitive information.
A valid driver’s license and ability to drive an agency vehicle may be required for certain duties.

Skills

Organizational skills
Time-management skills
Written communication skills
Verbal communication skills
Customer-service skills
Microsoft 365 proficiency (Teams, Outlook, Word, Excel, PowerPoint)
Ability to learn agency software
Confidentiality
Handling sensitive information

Location

Southeastern Connecticut

Work Type

Full-time

Experience Level

At least two years of related experience

Education Level

Associate’s degree

Benefits

Competitive pay
Comprehensive benefits
Multiple Medical Plans
Dental & Vision Insurance
403(b) Retirement Plan with 10% employer match at 1 year
Vacation and Sick accruals
11 paid Holidays
40 hours of paid Education/Training annually
Paid Licensure Reimbursement

About the Company

Southeastern Council on Alcoholism and Drug Dependence, Inc. (SCADD) is an award-winning, nationally and locally recognized leader in substance use disorder and behavioral health treatment in Southeastern Connecticut.
SCADD has been at the forefront of substance use disorder treatment since 1966, continuously evolving to meet the needs of individuals, families, and communities across Southeastern Connecticut.
We believe in second chances and the power of recovery.
Our administrative team plays a vital role in making that mission possible every single day.
When you join SCADD, you join a team that shows up with hope, connection, and purpose.

Equal Opportunity

SCADD is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
A pre-employment drug screen, conducted by a qualified lab, is required in accordance with Connecticut law.