Administrative Services Coordinator II - Limited Service

at State of Vermont in Montpelier, Vermont, United States

Job Description

The Administrative Operations team, within the Secretary's Office of the Agency of Digital Services (ADS), is seeking an Administrative Services Coordinator II to join a collaborative and highly engaged team.

ADS consists of five divisions and more than 380 employees, serving as the technology backbone of state government through IT infrastructure, cybersecurity, project management, data governance, and digital services other agencies rely on to serve Vermonters. AdminOps is a centralized function within ADS supporting staff and leadership across professional development, communications, facilities coordination, process improvement, workforce initiatives, and general administrative support.

The Role:
The Administrative Services Coordinator II supports the daily operations of ADS and provides high-quality administrative assistance agency-wide, including workplace operations, space coordination, employee transitions, documentation, and tracking. This role suits someone organized, responsive, detail-oriented, and comfortable balancing multiple priorities in a dynamic environment.

Based primarily in Montpelier; in-office at least three days per week, with the schedule subject to agency needs and discretion.

Key Responsibilities:

Administrative and Operational Support

• Provide timely administrative support for day-to-day office needs and agency operations.
• Assist with employee pre-onboarding, onboarding, and offboarding activities.
• Respond to staff questions and provide guidance on administrative processes.
• Coordinate document preparation, tracking, and scheduling support.
• Maintain administrative records, tracking tools, and process documentation.

Facilities and Property Coordination

• Support facilities, building, shared workspace, and property coordination to maintain functional, safe, welcoming office spaces.
• Coordinate with internal staff and external partners, such as the Department of Buildings and General Services.
• Identify, track, and follow up on office space or facility-related issues.

Communication, Customer Service, and Systems

• Provide excellent customer service to ADS employees, leadership, and partner agencies.
• Use office productivity tools, shared inboxes, and tracking systems to manage requests.
• Build professional relationships across ADS and with external partners, including the Department of Human Resources.
• Communicate clearly and professionally, verbally and in writing.
• Support internal communications on administrative operations and agency initiatives.

Projects and Process Improvement

• Support short-term projects assigned by the AdminOps Director or the Secretary's Office.
• Assist with process improvement efforts and administrative initiatives.
• Help identify opportunities to improve workflows, communication, and staff support.
• Track assigned tasks through to completion within established deadlines.

• Demonstrates excellent customer service and professionalism.
• Is highly organized and attentive to detail.
• Communicates effectively and respectfully with a wide range of people.
• Manages competing priorities and meets deadlines.
• Works independently while contributing to a supportive team environment.
• Follows up effectively to move tasks and processes forward, including across teams and partner organizations.
• Takes initiative and anticipates next steps.
• Enjoys solving problems and helping others navigate administrative processes.
• Remains flexible and effective in a fast-paced, changing environment.
• Builds strong working relationships with colleagues and partner agencies.
• Brings a positive, enthusiastic, service-oriented approach to their work.

This dynamic role requires both independence and collaboration. The successful candidate will be comfortable receiving a task, understanding the broader need behind it, and proactively thinking through next steps to support staff and agency operations.

Work is performed in a standard office setting.