Administrative Coordinator - North Carolina, United States - Crossnore Communities for Children

Description

JOB TITLE: External Relations Administrative Coordinator

REPORTS TO: Chief External Relations Officer/Deputy Director

SUMMARY : Assist Chief External Relations Officer/Deputy Director with all administrative duties and assist as necessary with the External Relations Leadership Team. In addition, the coordinator will manage the receptionist functions for the Avery campus Administrative Building.

STATUS: Full-time; Exempt

HIRING RANGE: $48,500 to $55,000 annually

LOCATION: Avery Campus (Crossnore, NC)

QUALIFICATIONS

Education & Experience

• Bachelor's degree required.
• 3+ years of full time experience in administrative operational functions including office management, calendar scheduling, record keeping, filing and scanning documents.
• Experience with project management and donor management software preferred.
• Experience with supporting staff at the executive level in social services organizations, schools, or medical fields preferred.
• An equivalent combination of education and experience may be considered.

Skills & Competencies

• Ability to professionally and graciously greet, interact, and guide visitors and callers.
• Proficiency with technology required; including Google and Microsoft products, and database navigation.
• Excellent written, verbal, and interpersonal skills required.
• Ability to quickly establish and maintain effective working relationships with employees, clients, and vendors.
• Self-motivated and ability to work independently and on diverse teams.
• Ability to accurately process, file, track and communicate detailed information. Exceptional attention to detail is required.
• Excellent organizational and time management skills, with ability to perform multiple tasks simultaneously and efficiently, and flexibility to adapt quickly to changes and interruptions.
• Ability to exercise compassion and sensitivity, and to maintain confidentiality of client and organizational information.
• Demonstrated passion for serving children and the child-serving workforce.
• Displays enthusiasm and confidence in taking on tasks and challenges, with a willingness to make and learn from mistakes.
• Valid Driver's License, and must be willing to travel to various job related locations.

SOCIAL RESPONSIBILITIES

1. Cultivate a nurturing environment through the use of the Sanctuary Model that supports client and staff development on every level spiritually, socially, educationally, and emotionally.
2. Be aware of and willing to work with children and families of all ages, races, nationalities, sexual orientations, gender identities, disabilities, and backgrounds and to foster diversity and inclusion in the workplace and designated program area.
3. Use the Sanctuary Model and its toolkit to continue to provide guidance towards the responsiveness and respect of diversity, multiculturalism, and inclusion across all programs and settings.
4. Be committed to using Sanctuary principles when interacting and communicating with others, in team building, giving and receiving feedback, showing initiative, working independently, and in using good judgment, problem solving and decision making.
5. Embrace technology by being willing and able to check and respond to emails/messages, prepare documentation and attend meetings via video conferencing.
6. Promote a safe, secure environment in all areas of responsibility.
7. Comply with all standards of accreditation and licensing agencies and adhere to all organizational policies, procedures and program guidelines.
8. Use Crossnore Communities for Children resources efficiently and conservatively, including time, facilities, vehicles, equipment, supplies and funds.
9. Assume responsibility for personal and professional development through appropriate use of regular supervision (individual or group), participating in meetings, maintaining continuing education requirements, licensure and certifications and attendance at classes, workshops, etc. to improve professional skills.
10. Maintain professional conduct and image to actively promote the mission, value and purpose of Crossnore Communities for Children.
11. Ensure the provision of quality services through participation in Crossnore Communities for Children Performance Quality Improvement (PQI).

JOB DUTIES & RESPONSIBILITIES

• Provides high level administrative support to the Chief External Relations Officer/Deputy Director by:
• Scheduling meetings
• Preparing correspondence and contracts
• Making travel arrangements
• Serving as the primary contact with outside stakeholders who wish to meet with the CERO
• Preparing memos and other written materials
• Responsible for managing the receptionist functions for the Avery campus Administration Building, including but not exclusive to:
• Greeting, welcoming, directing and announcing guests appropriately
• Answering, screening and forwarding incoming phone calls
• Rendering assistance as needed
• Ensure reception area is clean and stocked with up-to-date supplies and materials
• Staffing/scheduling coverage for all reception functions
• Be adequately familiar with the routine functions of the office of the CERO to anticipate needs & problem solve in their absence.
• Will provide administrative support to the External Relations Leadership Staff.
• Serves as a host at External Relations events and assists with event planning, event set-up and tear down. Will be required to take RSVPs.
• Appropriately interact with high net worth individuals.
• Compiles data (e.g. work orders, budget reports, specialized reports, invoices, time sheets etc) for the purpose of preparing reports or processing requests.
• Tracks External Relations revenue/expenditures, prepares analysis of expenditures as needed and as directed
• Prepares agendas, sends reminders, prepares reports and makes arrangements, such as coordinating catering for luncheons, arranging space, needed equipment/supplies for program committees and other workgroups/ task force meetings.
• Attends meetings as needed to record minutes. Also compiles and distributes minutes in a timely manner.
• May meet with individuals, stakeholders, and others on behalf of External Relations leaders.
• Work closely and collaboratively with other Administrative Coordinators and Executive Team members to provide assistance and problem solve.
• Respect the confidentiality of all sensitive information regarding the children, their families, personnel, Board of Trustees, as well as information in general about the agency, and ensure that all confidential material is not available to be observed by the casual on-looker.
• Keep current on all programs and activities at Crossnore Communities for Children.
• Perform other duties as assigned.

Communication & Interpersonal Skills

• Work closely and cooperatively with other agency staff, maintaining positive, problem-solving relationships.
• Contribute as a team member.
• Participate on a team or committee that is appropriate to fulfilling job responsibilities and/or other professional interests in order to obtain common programmatic goals.
• Takes supervision direction as well as working independently using sound judgment.
• Participates in committees or workgroups.

TYPICAL WORKING CONDITIONS:

Typical hours are 1st shift, Monday-Friday in person on the Avery Campus. Must be available to work some evenings and weekends as dictated by the demands of the position, including group events. Driving/travel and working outdoor events required.

PHYSICAL DEMANDS - Light

Position may require lifting to 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Frequent walking, standing, and sitting. Frequent reaching and/or grasping using hands and/or arms. May be required to ascend/descend stairs. Frequent use of hands requiring dexterity in using the telephone, computer keyboard, or other objects. Visual ability including distance, peripheral and depth perception. Ability to drive. Regularly required to talk and hear.

The above list is not all-inclusive. Other responsibilities may become necessary in the course of working routines and therefore be required.