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Administrative Coordination

Posted by
Baltimore's Promise
|
Baltimore, MD

Baltimore's Promise


New
|
Published 4 days ago

February 1, 2021
January 31, 2021
$50,000 - $55,000

Position Overview:

Baltimore's Promise is seeking a full-time Administrative Coordinator to support the administrative functions and the operations of Baltimore’s Promise as well as meeting coordination and logistics. This position will report to the Chief Operating Officer.

For the foreseeable future, the Baltimore’s Promise team is operating remotely until it is safe to resume in-person operations. During remote operations, the Administrative Coordinator will primarily work remotely but will also serve as the on-site point person for the office and coordination with external vendors. Non-remote work will on average be up to 8 hours a week and performed in a manner consistent with social distancing best practices. Once normal operations resume, this position will resume front desk, reception, and office management duties and will be based out of the Baltimore’s Promise office from Monday to Friday.

The ideal applicant should possess excellent organization, time management, writing, and verbal skills as well as the ability to project manage and complete tasks with close attention to detail and consistent follow-through. This position routinely handles sensitive information, so the Administrative Coordinator must be trustworthy, have high ethical and moral standards, and the ability to keep confidentiality. Ideally, the candidate will have at least five years of consecutive experience in similar roles in a non-profit or public sector environment with the desire to pursue a career in administration or operations. The Administrative Coordinator must be passionate about the work and vision of Baltimore’s Promise and share our organizational values.

About Baltimore's Promise

We are a city-wide collective impact organization composed of public sector, private sector, higher education, nonprofit, community, and philanthropic leaders. We serve as a catalyst for organizing efforts and resources around a shared vision: all Baltimore City youth will travel a safe, healthy, and successful educational path from cradle to career.

Working with partners who are passionate about making the city a better place to live, we use data and research grounded in community perspectives and residents’ lived experiences to identify and eliminate systems-level barriers that prevent a smooth trajectory for young people as they become adults.

In our fight for justice and systems change, our values as individuals, teams, and as an organization are the following:

  • Equity – Our efforts and initiatives are co-developed and driven by the lived experiences of those most negatively impacted by the outcomes we seek to improve. Race, ethnicity, gender, or other attributes should not have predictive power over support, resources, and opportunities that one can access. Our full Race Equity and Inclusion Statement can be viewed in full at the end of this posting or here: https://www.baltimorespromise.org/rei
  • Hustle – We are self-starters who take the initiative to strategically identify and advance solutions to address failures in achieving positive outcomes for children, youth, and families. We work efficiently, cross-functionally, and resourcefully – with a sense of urgency – to carry out the mission of the organization.
  • Humanity – We honor individuals and communities by holding ourselves and our partners accountable to act with integrity, compassion, kindness, and empathy.
  • Creativity – We are fun and innovative. Our first idea may not be the final strategy because we look for and embrace new ideas from diverse sources. We celebrate accomplishments of staff and partners.
  • Shared Accountability – Shared Accountability is our collective responsibility for the work of the organization, not a threat of sanction. When we say we will do something, we will do it, and if we don’t, we will communicate our reasons why. We must be both supportive and critical of one another to ensure that we meet individual and team responsibilities that contribute to larger organizational goals.  

Administrative Coordinator Essential Duties and Responsibilities

Administration and Operations (60%)

  • Maintain a master calendar for the organization inclusive of holidays, planned office closures, grant report and proposal dates, staff anniversaries, etc.
  • Coordinate supply orders on behalf of staff
  • Collect, sort, and route mail (conducted on a periodic basis during remote operations in a manner consistent with safe social distancing practices)
  • Track purchases and expenses against budget guidelines and generate monthly reports
  • Sort invoices and route them to our fiscal agent for approval and payment
  • Handle sensitive information with discretion and confidentiality including financial and organizational information
  • Maintain login credentials for staff and organizational accounts
  • Maintain staff shared drive (Dropbox)
  • Serve as the point of contact for office vendors (Comcast, IT, etc.)
  • Manage vendors hired on ad-hoc basis
  • Complete monthly credit card expense reports and memos for designated staff members by developing timeline and organized process through which to collect, sort, and code receipts through the online platform Tallie
  • Support hiring processes by managing job postings, scheduling interviews, and interfacing with candidates by e-mail
  • Manage organization’s email accounts and route messages to relevant staff person
  • Suggest and co-develop administrative workflows in partnership with Chief Operating Officer and Senior Manager of Operations and Special Projects
  • Other duties as assigned

Once normal, in-person operations are resumed at Baltimore’s Promise, the Administrative Coordinator will be responsible for following office management and operational responsibilities:

  • Staff the front desk and manage the reception of external visitors, including but not limited to greeting visitors, answering or routing inquiries sent through the organizational e-mail address or main office line, receiving and sorting packages
  • Oversee the tidiness and organization of common areas by organizing a collaborative maintenance process that engages staff of Baltimore’s Promise to help
  • Maintain inventory of supplies and ensure the office is appropriately stocked with office supplies, paper goods, and snacks in line with budget guidance
  • Coordinate staff travel and conference registrations as needed

Scheduling and Meeting Coordination (40%)

  • Provide daily scheduling support to Executive Leadership Team of Baltimore’s Promise
  • Provide meeting scheduling support to the Management Team of Baltimore’s Promise when coordinating larger format meetings engaging external stakeholders
  • Coordinate small and large format meetings in the virtual setting by doing the following:
  • Using tools such as Doodle, Microsoft Outlook, or other scheduling applications, determine meeting times convenient to all participants
  • Communicate by e-mail and phone to send invitations, confirm participation, follow up with individual participants as needed, and maintain accurate participant lists
  • Set up virtual meeting logistics such as Zoom links and troubleshoot to ensure a smooth meeting experience for staff and external stakeholders
  • Provide meeting support when needed, including but not limited to managing virtual waiting rooms, managing meeting chat boxes, taking note of action items and sharing with appropriate staff, facilitating virtual breakout rooms, and filing meeting recordings

Upon resumption of normal, in-person operations, support in-person meetings and convenings by being responsible for the following:

  • Reserve meeting spaces and assess AV/IT needs proactively
  • Coordinate day-of logistics, including but not limited to the creation name tents, room set up, ordering and set up of catering, and printing meeting packets

Knowledge, Skills, Experience, and Characteristics

  • Be a resident of Baltimore City resident (strongly preferred)
  • Be an experienced administrative professional with a work history in similar contexts preferred—at least five years of consecutive administrative experience with increasing levels of responsibility
  • Have the ability to plan, prioritize, and schedule work activities while managing time efficiently
  • Maintain confidentiality and exercise discretion when routinely handling sensitive information
  • Possess strong interpersonal communication skills and writing skills
  • Have personal values in alignment with that of Baltimore’s Promise’s Organizational Values and Race Equity and Inclusion Statement
  • Have strong proficiency in Microsoft Office (Word, Excel, Power Point, Teams), Google applications, Zoom, Dropbox, and Adobe Acrobat
  • Experience with the following platforms is preferred (or demonstrated ability to learn similar applications quickly): Asana or other similar project management platforms, Tallie or other similar expense reporting applications, Formstack or other similar online form and survey platforms, Doodle or other similar scheduling platforms, and Squarespace
  • Experience working with vendors, securing multiple bids for a project, and reviewing vendor agreements
  • Be proactive and have a desire to recommend, shape, and implement administrative and operational processes designed to ensure efficiency, timeliness, and thoroughness
  • Demonstrate curiosity by asking good, thoughtful questions and participating in discussions that help to consistently strengthen your context for the work of Baltimore’s Promise, your understanding assigned tasks and projects assigned, and your relationships with colleagues
  • Be familiar with Baltimore City’s public agencies including education (secondary and higher education), social services, and public health institutions
  • Understand the social, racial, and economic context of Baltimore City and have the ability (or willingness to learn how) to apply a race equity and inclusion lens to all aspects of work
  • Be dedicated to collective impact and collaboration
  • Have strong professional judgment and a high ethical and moral standard

Travel

In normal circumstances, periodic travel to conferences or issue-related convenings may be necessary, but in general, very little travel outside of Baltimore City is required. During the COVID-19 pandemic, the Baltimore’s Promise team works remotely. Out of an abundance of concern for the safety and wellbeing of its staff, Baltimore’s Promise prohibits staff from participating in in-person convenings or meetings in accordance with current public health guidance and best practices. The Administrative Coordinator must be able to work effectively from a remote setting for the foreseeable future

About Baltimore’s Promise

Baltimore's Promise is a citywide collaborative composed of public, business, higher education, nonprofit, community, and philanthropic leaders. We serve as a catalyst for organizing efforts and resources around a shared vision: all Baltimore City youth will travel a safe, healthy, and successful educational path from cradle to career. Baltimore’s Promise uses data to report on outcomes for children from birth through their early careers in order to understand the complex needs our city’s children.

We promote a data-based approach to program and policy design--one that is informed by context and lived experience of the communities affected and conducted with the participation of all stakeholders. Recognizing enduring inequities resulting from persisting racism, ethnocentrism, sexism, and the intersections thereof, we employ a race equity lens to all aspects of data collection, analysis, interpretation, and presentation.

Race Equity and Inclusion Statement

Too many Baltimore City children and youth face significant obstacles to achieving their full potential. Opportunity and paths to success are not equitably available to all of our children. Through generations of collective history in our city—confirmed by bodies of research—we know inequities in opportunity and disparities in outcomes are driven by race, gender, socioeconomic status, culture, disabilities, and other societal factors.

In Baltimore, systemic race-based barriers disproportionately affect Black children and youth and those in other communities of color. For Baltimore’s Promise to fulfill our mission of ensuring that all children succeed, we must apply an equity lens that allows us to better understand these barriers and the challenges faced by our vulnerable children, youth and the family supporting their pathway. Acknowledging these entrenched structural impediments, Baltimore’s Promise must commit to long-term strategies that will create opportunity and foster transformative change across Baltimore City.

A rigorous and sustained focus on eliminating systemic and institutional race-based barriers to opportunity is essential to achieving our objectives from cradle to career. Through this intentional approach, we can better shape targeted strategies that meet specific needs of our vulnerable children and youth while improving conditions and outcomes for all populations we serve, creating new pathways for opportunities for children, youth and families to thrive in Baltimore.

Equal Employment Opportunity

Baltimore’s Promise is committed to the principle of equal employment opportunity. It is our policy to recruit, hire, train, and promote individuals, as well as administer all personnel actions, without regard to race, color, religion, creed, age, sex, sexual orientation, marital status, national origin or ancestry, status as an individual with a disability who is otherwise qualified to perform the essential functions of his or her position, or any other protected characteristic in accordance with applicable laws. The Fund will not tolerate any unlawful discrimination, and any such conduct is prohibited.

Position Overview:

Baltimore's Promise is seeking a full-time Administrative Coordinator to support the administrative functions and the operations of Baltimore’s Promise as well as meeting coordination and logistics. This position…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • Professional

Benefits

This is a full-time salaried position with benefits. The salary range is $50,000 - $55,000 annually based on professional experience.

This is a full-time salaried position with benefits. The salary range is $50,000 - $55,000 annually based on professional experience.

Location

5100 Falls Road, Village Square 1, Suite 131, Baltimore, MD 21210

How to Apply

To apply submit your resume and cover letter to www.baltimorespromise.org/admin by January 31, 2021.

Application materials submitted through online job platforms or by email may not be considered.

To apply submit your resume and cover letter to www.baltimorespromise.org/admin by January 31, 2021.

Application materials submitted through online job platforms or by email may…

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