Office Coordinator

Administrative And IT Operations Coordinator The Arizona Alliance of Community Health Centers (the Alliance) is the Primary Care Association (PCA) for Arizona. Were a nonprofit member organization that represents Community Health Centers (CHCs); Arizonas largest primary care network. CHCs deliver healthcare services that meet the needs of their communities, connecting people to quality care that gives everyone an equal opportunity to thrive. We facilitate that vital work by providing CHCs with training, technical assistance, programmatic support, and advocacy. Here at the Alliance, we believe that our greatest asset in achieving our goals is providing our employees with the support, leadership, and resources they need to do their best work. We believe in work-life balance and the restorative power of rest, so we offer 12 paid holidays, 1 paid day off during birth month, 6 days of sick pay, 3 personal days, and 10 days of vacation pay per year. Vacation accrual increases by 5 days at the first, fifth, and eleventh-year anniversary date. Supports organizational office operations and related activities: Manages daily office operations, including mail and communication distribution, staff support, facilities upkeep, vendor coordination, and equipment and supply management. Directs building maintenance requests and serves as primary liaison with property management and vendors. Oversees conference room scheduling and coordination, including setup, catering support, technology assistance, and ensuring rooms are prepared before and reset after meetings. Supervises front desk coverage and manages visitor access, including security protocols, logs, and parking validations. Documents office procedures to support continuity of operations. Processes office-related invoices, prepares and tracks payment requests, maintains accounts payable documentation, and coordinates vendor tax exemptions. Coordinates staff onboarding and offboarding logistics, including office setup, key and badge assignments, parking and directory updates, IT equipment distribution and return to inventory, clearing offices upon vacancy, and related documentation. Serves as primary internal liaison for the organizations emergency preparedness plan, including maintaining documentation and coordinating drills and training with staff and floor wardens. Provides IT coordination and systems support: Serves as the internal liaison with the organizations managed service provider (MSP) for IT support and system maintenance. Provides basic troubleshooting for common technology issues (e.g., connectivity, device access, login issues) and escalates more complex issues to the Director of Operations as needed. Coordinates IT support requests, tracks ticket progress, and ensures timely resolution of technical issues. Maintains and administers the organizations technology asset inventory, including tracking laptops, peripherals, and other equipment from onboarding through offboarding. Manages administrative aspects of SaaS platforms, including user account setup/termination, access coordination, subscription tracking, and renewal timelines. Monitors software subscriptions and vendor agreements to ensure timely renewals and compliance with organizational policies. Supports internal documentation of IT processes, vendor contacts, and system access procedures. Provides basic support for conference room technology, including assisting staff with audiovisual (AV) equipment such as video conferencing systems, displays, microphones, and presentation tools. Ensures conference rooms remain functional and meeting-ready by identifying equipment issues and coordinating repairs and maintenance as needed. Provides interdepartmental project support: Provides coordination support to the Director of Operations for operational and IT-related projects. Collaborates with HR, Finance, Grants, and other departments on projects that require operational or IT input. Serves as point-of-contact for staff questions regarding office procedures and IT-related processes. Maintains organized records of operational contracts, agreements, and documentation as assigned. General Development: Possesses knowledge and training in the fields related to business administration and/or public administration, typically acquired through a formal associates degree, or equivalent combination of education and relevant experience. Possesses an intermediate understanding of office administration, and/or operations including all standard variations of practices commonly acquired through at least three years of dedicated work in related fields. Experience coordinating IT support in partnership with a managed service provider and familiarity with SaaS account administration, asset management systems, or help desk ticketing platforms. Licenses & Certification: Possesses the ability to obtain reliable transportation for the purpose of travelling to work-related events and meetings, which can be expected to occur at a rate of less than 10% for this position. Knowledge, Skills & Abilities: Strong organizational skills, including the ability to capture, track, prioritize, and manage multiple priorities and deadlines across multiple workstreams. Excellent communication skills, both verbal and written, with the ability to convey information clearly to a variety of audiences. Strong attention to detail and accuracy in tracking, documentation, and reporting. Proficiency in Microsoft Office Suite/365 (Outlook, Teams, Word, Excel, PowerPoint, OneNote) and comfort learning new systems. Ability to maintain confidentiality and appropriate access controls when handling sensitive information such as user accounts, systems, and spaces. Demonstrated ability to work collaboratively as part of a team while also exercising independent judgment. Ability to document processes, maintain accurate records, and manage administrative technology tasks. Understanding of technology asset tracking and lifecycle management practices. Awareness of IT support processes and help desk ticketing systems. Effective problem-solving skills for basic technical troubleshooting and issue resolution. Ability to set up and support basic audiovisual equipment for meetings and presentations. Ability to coordinate with external service providers and ensure follow-through on support requests. Ability to quickly learn new technology platforms and tools. Ability to prioritize and respond to routine technology requests in a timely and professional manner. Demonstrated ability to coordinate across multiple operational functions including facilities, technology vendors, and administrative systems. Ability to coordinate day-to-day office administrative operations, including mail distribution, office supply management, facilities upkeep and general staff support. Ability to monitor and coordinate office facilities and maintenance needs, including working with property management and security, and external vendors. Ability to coordinate front desk operations and manage visitor access, including adherence to visitor protocols and security procedures. This position is required to be on-site at least 4 days per work week Monday - Thursday. Onsite presence may be required on Fridays as needed to support office operations and technology needs. Some travel may be required to local meetings or community health center events or office-related errands.

Created: 2026-04-07