Office Coordinator

CHS Central Office – Hershey, PA

Full-time

Role Description:

The CHS Central Office Coordinator acts as the first point of contact for the CHS Central office with a high level of customer service and excellent communication. The CHS Central Office Coordinator reports to the CHS Executive Assistant and is responsible for interpreting and following CHS Central Office policies and procedures. The individual will provide general administrative support to CHS Central Office Senior Management. The CHS Central Office Coordinator collaborates with the CHS Central Office team to complete projects, research, and assist in planning and executing events. Starting pay rate is in the range of $17.80 - $23.78 hourly, based on expertise.

Responsibilities:

Ensuring the smooth running of the central office and improving day-to-day operations
Performing general clerical duties and running errands as necessary
Working to continuously improve processes and workflow
Developing procedures and implementing and evaluating them with team members to improve efficiency
Providing administrative support and calendar management for CHS Central Office Senior Management
Answering phone calls and emails from prospective families and external partners and routing to appropriate staff/department/resources
Managing travel arrangements for Central Office staff and candidate interviews
Managing contract and PO process including coordinating with Procurement and Legal as well as PeopleSoft administration (pending Director of Finance and Administration approval)
Managing ongoing contracts with vendors and service providers
Assisting in creating and maintaining office budget
Reconciling Central Office P-card expenses
Maintaining policies, including updates, revisions, and approvals
Managing CHS conference/meeting spaces room and reserving off-campus meeting/event spaces
Sorting and distributing internal mail/packages and arranging outgoing mail/packages
Procuring MHS vehicles for business travel
Overseeing building access, and office space logistics
Coordinating building maintenance and repairs
Ensuring office machines and appliances are maintained and in working order
Coordinating with IT Manager and help provider (Frasier) to resolve technical issues
Manage CHS stationery templates (PPT, logos, letterheads, etc.)
Creating effective visual and written documents, spreadsheets, and presentations using Microsoft Office Suite Applications and adhering to CHS branding standards
Assisting with research and other projects as assigned
Ordering office supplies, furniture, appliances, and electronics as needed.
Acting as back-up for Executive Assistant when needed
Coordinating on- and off-site training, meetings, office events, team building, and milestone celebrations
Assisting departments with events
Ordering promotional materials and branded items
Managing reservations and organizing catering for events and meetings

Qualifications:

Responsible, enthusiastic, and cares about working in a mission-focused organization
Exceptional interpersonal skills including the ability to provide excellent support and service
Commitment to the mission and values of CHS and MHS and demonstrated high degree of integrity as all MHS and CHS staff are considered to be role models for students
High School Diploma (required)
Ability to cultivate an inclusive and welcoming environment
5-10 years of previous experience in advanced administrative support and project management roles
Proven experience as a Senior-level Administrative Assistant
Knowledge of office administration responsibilities, systems, and procedures
Experience setting priorities in dynamic environments
Ability to work in a fast-paced environment with changing priorities and coordinate and manage multiple concurrent workstreams
Able to proactively identify problems and implement solutions
Willingness to be held accountable and receive feedback
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements. Proficiency with technology including MS Office Suite (Outlook, Word, Excel, and PowerPoint) and/or willingness to learn
U.S. work authorization and successful completion of pre-employment background checks and clearances

Who We Are and What We’re Looking For

At CHS, we are leaders passionate about early childhood education and community betterment. Our work is driven by the desire to endow children with the resources for educational and physical well-being, while supporting and empowering their families. We listen to the needs of our diverse community and adapt to give everyone a voice. We hold each-other accountable for bringing our best and most authentic selves to school every day, creating an environment of mutual respect.

We strive to build a team of individuals that is passionate about our mission, brings in new creative ideas, and loves their work. If this sounds like you, we look forward to seeing your application.

Apply Now

Teacher and students looking at an abacus

About Catherine Hershey Schools for Early Learning

For more than 110 years, Milton Hershey School (MHS) has helped children realize their full potential by offering a top-notch private, cost-free education to students in pre-Kindergarten through 12th grade from income-eligible families. To expand and enhance the impact of Milton and Catherine Hershey’s vision, the Boards and management of Milton Hershey School and the Hershey Trust Company are launching the Catherine Hershey Schools for Early Learning (CHS), a cost-free, non-residential early childhood education program.

CHS plans to open six early childhood education Centers by 2027. The Centers are designed for children from birth to age 5 from economically disadvantaged and at-risk backgrounds with the goal of encouraging the development of a child’s educational, cognitive, social, emotional, and physical well-being. The CHS Initiative will provide a focus on core early learning programs through a rigorous and relevant curriculum that is aligned with a mission to nurture and educate enrolled children. Children also will receive supports such as nutritious meals and provisions of supplies, among other early learning enhancements. Finally, CHS will offer integrated support services for families of children enrolled in the Centers. CHS is an equal opportunity employer and welcomes diversity.

Jobs at Milton Hershey School

View more exciting job opportunities at Milton Hershey School.

Explore Careers

Equal Employment Opportunity Policy

Catherine Hershey Schools for Early Learning does not discriminate against applicants or employees, in hiring, promotion or any terms or conditions of employment, on the basis of race, color, national or ethnic origin, ancestry, sex, age, religion or religious creed, veteran status, disability or use of a guide or support animal because of the blindness, deafness or physical handicap of the user or because the user is a handler or trainer of support or guide animals, or any other status protected under applicable federal or Pennsylvania law.