Job Purpose

The Administrative Operations Coordinator is responsible for coordinating and managing daily administrative and operational functions to ensure the efficient operation of services at Charlottesville’s Center for Adolescent and Adult Services building. Responsibilities include reception and communications, records management, administrative operations, resource coordination, reporting and compliance activities, and support of school-wide initiatives. This position serves as a key operational partner to school leadership and reports directly to the Clinical Director.

Duties and Responsibilities

Reception and Communications

· Answer multi-line phones and direct callers to appropriate personnel.

· Answer general questions about VIA services or refer callers to appropriate personnel.

· Greet and assist visitors, issue visitor badges, and escort visitors as appropriate.

· Maintain a professional, welcoming, and organized front desk and lobby environment.

· Manage incoming and outgoing mail, packages, donations, and financial documents.

· Open and date stamp general correspondence.

· Develop and distribute communications and school announcements to families and stakeholders.

· Coordinate scheduling of meetings, interviews, conferences, and room reservations.

· Alert appropriate personnel regarding facility, maintenance, and technology needs.

· Provide operational support to other VIA locations and departments as needed.

Administrative Operations

· Coordinate and support daily administrative operations of the school program.

· Serve as an operational resource to school leadership, staff, families, and community partners.

· Coordinate calendars, meeting logistics, and conference room scheduling.

· Develop, proofread, and distribute communications to staff, families, and stakeholders.

· Monitor shared administrative resources and ensure efficient utilization of school spaces and equipment.

· Coordinate office supply inventory and purchasing requests.

· Manage school vehicle scheduling and operational documentation.

· Manage credit card distribution, receipt collection, and purchasing documentation.

· Coordinate preparations for trainings, meetings, family events, and school functions.

· Collaborate with facilities, information technology, and other departments to address operational needs.

· Assist with implementation of school initiatives and special projects as assigned.

Records, Reporting, and Compliance

· Coordinate the collection, organization, and maintenance of student records and administrative documentation.

· Maintain student information systems and ensure data accuracy.

· Coordinate annual consent forms and required student documentation.

· Prepare, distribute, and track student progress reports, report cards, monthly narratives, and attendance reporting.

· Coordinate Parent/Teacher conference scheduling and documentation.

· Support annual reporting requirements and regulatory submissions.

· Coordinate emergency drill documentation and emergency preparedness records.

· Assist with accreditation, licensing, and quality assurance activities.

· Collect, organize, and track program data, including parent satisfaction surveys, serious incident reporting, and restraint reporting requirements.

· Conduct periodic audits of student records and administrative documentation to ensure compliance and accuracy.

· Update emergency management plans, binders, and related documentation as required.

Position Type 

This is a full-time position. Minimum travel among programs/locations may be required.

Qualifications

• High school diploma or equivalent required
• Valid driver’s license required
• Two or more years of experience in administrative operations, office management, or school administrative support required
• Demonstrate ability to coordinate multiple priorities in a fast-paced environment
• Strong organizational, interpersonal, and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office (Word, Excel, Powerpoint), Google, and Adobe products
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work independently while collaborating effectively with leadership and cross-functional teams
• Strong organizational and time management skills with attention to accuracy and detail

Direct Reports

This position does not have any direct reports.