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Administrative Coordinator

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Published 13 days ago

The Administrative Coordinator’s objective is to enable the Chief Operating Officer (COO) to work as efficiently and effectively as possible. This is accomplished by providing administrative support for the COO as well as the departments he oversees: business services, data management, security, facilities management, human resources, and information technology.


Essential Functions


1.      Support for the Chief Operating Officer


a.      Scheduling and time management

§ Coordinates the COO’s calendar and proactively informs him of evolving commitments and responsibilities.

§ Serves as both a gateway and a gatekeeper in providing appropriate access to the COO.

b.      Managing communication

§ Handles communication independently and on behalf of the COO with board members, volunteers, donors, Federation staff, external organizations, and others.

§ Manages sensitive information in a manner that establishes trust and credibility will all stakeholders including senior managers.

§ Operates with a customer-centered approach, prioritizing excellent customer service at all times.

§ Provides a bridge for smooth communication between the COO and internal departments.

c.      Prioritizing demands on the COO

§ Identifies which matters require the COO’s attention, prioritizes often conflicting demands, and ensures resolution.

§ Proactively handles matters that can be addressed independently.

d.      Problem solving

§ Monitors, analyzes and documents technical and non-technical processes occurring within the department and between departments.

§ Maintains an awareness of the environment and keeps the CEO informed.

§ Identifying gaps, pain points, and potential opportunities for increased efficiency and improved communication.

e.      General administrative tasks

§ Completes expense reports; composes correspondence (often confidential); arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents local and travel-related meetings.

§ Works closely with the CEO’s Executive Assistant. 


2.      Administrative support for departments reporting to the COO:


a.      Business Services:

§  Provides general administrative tasks for the Chief Financial Officer (scheduling meetings and handling communications with committees (meeting notes, minutes, etc.)

§  Enters accounts payable, scans documents, and manages records as needed in conjunction with the CFO’s responsibilities and oversight.

b.      Data Management

§  Defines, implements, and documents business processes and best practices for data management and system use.

§  Provides ongoing support for the data management process.

c.      Security and Facilities

§  Supports the security team in annual grants processes, report writing, coordination of payroll, invoicing, document management, data tracking, etc.

§  Assists the facilities team with administrative tasks related to capital expenditure projects and preventative maintenance.

d.      IT

§  Coordinates IT support with internal and external resources.

§  Maintains an inventory of IT equipment and related processes.

e.      Human Resources

§  Provides general administrative support (onboarding new employees, managing electronic files, payroll software (B2E), and file sharing (MJFNet).

§  Assists with tracking the performance management process.


3.      Project Management


Work closely with the COO and other leaders to help ensure successful project management:

a.      Creates and tracks project plans that include goals, phases, role descriptions and delegation, budget, and project timelines.

b.      Provides timely communication and check-ins with COO.

c.      Works with the COO to analyze performance and project direction.

d.      Coordinates tasks with the appropriate employees or vendors

e.      Documents projects to ensure institutional knowledge and adherence to best practices.


Qualifications


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.


Required Experience


·        Bachelor's degree required

·        Strong work tenure: five to ten years of experience supporting C-Level Executives, preferably at a non-profit organization

·        Experience, passion and interest in internal and external communications, partnership development, and general operations

·        Advanced capabilities with Office 365 (Outlook, SharePoint, Word, Excel, and Power Point)

·        Proficient with Zoom and CRM systems


Required Skills/Abilities


·        Strong organizational skills and excellent attention to detail.

·        Ability to handle multiple projects simultaneously and move seamlessly between tasks.

·        Very strong interpersonal skills and the ability to build relationships with all stakeholders (staff, board members, donors, volunteers, vendors, etc.).

·        Expert level written and oral communication skills.

·        Demonstrated ability to solve problems proactively and make effective decisions.

·        Comfort with data and information technology.

·        Emotional maturity.

·        Highly resourceful team-player with the ability to also be extremely effective independently.

·        Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

·        Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

·        Forward-thinker who actively seeks opportunities and proposes solutions.


Supervisory Responsibility


This position has no supervisory responsibility- but is representative of the COO in his/ her absence with different stakeholders. 

The Administrative Coordinator’s objective is to enable the Chief Operating Officer (COO) to work as efficiently and effectively as possible. This is accomplished by providing administrative support for the COO as well as the departments…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    November 1, 2021
  • Application Deadline
    October 27, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Benefits

Health, Dental, Vision insurances

HSA, HRA and 401K contributions

Voluntary life, accident and short term disability coverage

Personal, vacation, 6 legal holidays and various Jewish holidays

A hybrid work environment with remote workdays each week is anticipated in near future.


Health, Dental, Vision insurances

HSA, HRA and 401K contributions

Voluntary life, accident and short term disability coverage

Personal, vacation, 6 legal holidays and various…

Location

Temporarily Remote
Work must be performed in or near Milwaukee, WI
Associated Location
1360 N Prospect Ave, Milwaukee, WI 53202, USA

How to Apply

Please send resume, names of 3 professional references and desired salary (this will be a part of compensation discussion if offer is forthcoming). Wages are based on position and experience.

Please send resume, names of 3 professional references and desired salary (this will be a part of compensation discussion if offer is forthcoming). Wages are based on position and…

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