Roles and Responsibilities of The Administrative Coordinator
The onsite administrative coordinator assists the board chairperson and board members in the day-to-day activities of the accident investigation. This includes serving as a central point of contact for the board, making arrangements for office facilities and equipment, managing report production, and maintaining investigation records.Generally, the administrative coordinator (working closely with the board chairperson) is responsible for:
- Arranging for appropriate onsite office/work space and furnishings (including a large conference room that can be locked when not in use by the board, several small, hard-walled offices for conducting interviews, a central area to locate a library of documents collected, and several lockable file cabinets)
- Arranging for local court reporter(s)
- Arranging for security badges/passes for board members and property permits for personal equipment (cameras, computers, etc.)
- Arranging for specific security, access, safety, and health training, as required
- Arranging for telephone service and dedicated fax machine
- Arranging for a dedicated, high-speed copy machine that has collating and stapling capability
- Selecting a hotel and reserving a block of rooms
- Obtaining office supplies and consumables for use by board members and support staff
- Arranging for after-hours access to the site and work space
- Serving as the custodian for all keys provided by the site
- Determining site/field office contact for administrative and logistical support
- Preparing and maintaining interview schedules (if requested by board chairperson)
- Creating and maintaining onsite accident investigation files
- Maintaining chain of custody for evidence (if requested by board chairperson)
- Attending daily board meetings and taking notes to assist the chairperson
- Tracking action items and follow-up activities to completion
- Coordinating report preparation and production activities on site and at Headquarters
- Arranging for shipment of files and records to Headquarters for archiving at the end of the investigation.