Administration Manager - Winston-Salem, United States - Piedmont Advantage Credit Union

Description

Job Description

Piedmont Advantage Credit Union is looking for an individual with a servant's heart to fill the Administration Manager position based at our Advantage Way location. The Administration Manager is responsible for the management, planning, organization and implementation of the Administration Department's essential functions and responsibilities. Through the development of departmental staff as well as the formulating and executing of strategic plans and budgets in alignment with the direction of senior management and the overall credit union's goals, the Administration Manager will help ensure optimal performance across lines of business within the credit union.

Essential Functions & Responsibilities:

• President/CEO Support: Maintains and manages the President/CEO's calendar and other administrative needs as directed, to include but not limited to monthly expense reports, time and attendance management, travel arrangements, taking of minutes, drafting of communications and the scheduling of meetings.
• Board of Directors Support: Ensure all recording of Board of Directors and committee meeting minutes, including, but not limited to ALCO, Supervisory, Marketing, and Information Security are completed accurately and on time. Assists the Executive Management and Senior Management team in aspects related to the Board of Directors and committee meetings. Ensures room set-up for the Board of Directors meetings. Manages the OnBoard site. Serves as the primary contact for Board of Directors communication.
• Departmental Management: Provides leadership, coaching, and guidance to the Administration Department staff to ensure optimal performance, develops and maintains departmental budget, develops and implements strategic plans. Completes various Administration Department duties in direct reports absence.
• Facilities Administration: Reviews facility requests from PACU Headquarters and branches, contacts appropriate vendors for resolution and tracks Facilities help desk tickets to ensure all requests have been completed in a satisfactory manner. Also monitors facility vendor contracts and interviews potential vendors as needed.
• Credit Union Line of Business Support: Provides administrative support to assigned lines of business within the credit union to include, but not limited to: collecting and preparing information for use in discussions and meetings, preparing or assisting in the preparation of
  assigned reports, ordering of office supplies, taking of minutes, drafting communications, the scheduling of meetings, as well as identifying and communicating process efficiencies and improvements to line of business management.
• Staff and Member Events: Establish requirements for an event and serve as liaison to senior executives throughout the planning process. Manage all aspects of event planning, meet strict deadlines, while remaining within allotted budget. Nurture and build relationships with vendors, and venues, while crafting and implementing the creative and logistical aspects of events. Plan
  and facilitate logistics for events, including contract negotiations, guest lists, venue preparation, catering, entertainment, equipment, and decor.
• Utilizes project management skills to coordinate any physical branch moves, closures, or relocations as determined by corporate strategic plans.
• Manages the process of online appointment software. The Admin Team monitors requests, ensuring members and staff connections are completed as needed. Identify missed appointment resolutions and notify branch staff to ensure documentation is complete.
• Distributes incoming mail for the Headquarters building and coordinates pick up from the appropriate vendors.
• Work with Financial Services to assist with tasks including, but not limited to, member communications, monthly birthday and holiday gift management.
• Administration Department Duties: Includes, but is not limited to, department representation on the Business Continuity Team and The Runway project team, establishing and maintaining the virtual employee store, managing assigned conference room calendars, and participating in various credit union projects.
• Policy Administration: Oversees the administration of the policy update process for the credit union and the maintenance of credit union policy libraries.
• Performs other duties as assigned.

Knowledge and Skills:

Experience: Three years to five years of similar or related experience.

Education: (1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program.

Interpersonal Skills: Work frequently involves exercising advanced conflict resolution, giving material presentations, and resolving issues impacting multiple departments or divisions. Role also requires the ability to motivate or influence others as a material part of the role, with a significant level of diplomacy and trust. Obtaining cooperation (internally and/or externally) is an important part of the role and a high level of interpersonal skills is critical to the success of this position.

Other Skills:

• Excellent Communication Skills - written and verbal
• Strong Organization and Time Management Skills
• Strong Project Management Skills
• Proven Attention to Detail
• Proficiency in Microsoft Office Suite products

Physical Requirements:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Regularly required to sit, stand, talk, see and hear.

• Required to possess dexterity to operate standard office equipment

• Occasionally required to lift 20 pounds or more

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is exposed to an office environment. The noise level is usually low. Equipment required for this position:

•Standard office space and equipment

•Standard PC equipment and printers

•Telephone and/or headset

Benefits:

Medical Insurance
• Vision Insurance
• Dental Insurance
• 401(k) Plan with a competitive Employer Match
• Credit Union Paid Life Insurance (of two times your annual salary)
• Long & Short Term Disability Insurance
• Flexible Spending Accounts
• Paid Time Off
• 10 Holidays throughout the year
• PACU Day
• Community Volunteer Opportunities