Administrative Coordinator at Camp Fire Green Country Inc – Tulsa, Oklahoma

REPORTS TO: Chief Executive Officer

PURPOSE: Support the work of the organization by providing administrative coordination to the Executive Director, Board of Directors, and operations department. This position will enhance the executive's effectiveness by providing information coordination, project management, strategy execution and general office management. This position requires proficiency across a broad spectrum of skills and abilities.

ESSENTIAL FUNCTIONS:

Organization Support

• Complete projects independently, as a member of a team, and as a group leader
• Monitor upcoming deadlines, track progress, and follow through on necessary details
• Support the work of the Development Department in conducting fundraisers, securing donations, and stewardship
• Maintain confidence and protect operations by keeping information confidential
• Facilitate new employee on-boarding with supplies, serving as a knowledgeable resource, and providing training on IT and office equipment, Outlook usage, telephone system, and emergency procedures
• Serve as a back-up for other team members

Schedule & Meeting Support

• Planning and scheduling meetings, conferences, teleconferences, and travel
• Prepare agendas and materials for meetings
• Support staff events through facility reservations, managing meal service, preparing decorations and/or activities
• Attend board meetings to record minutes and prepare documentation for official records

Office Manager

• Welcomes office visitors by greeting them, in person or on the telephone; answering or directing inquiries
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Receive and review correspondence for content, determining handling process, and possible sensitivity
• Reply directly to general inquiries, non-technical topics, and brief correspondence. Also drafts replies for officer signature on similar matters
• Schedule, monitor, and log usage of technology equipment; coordinate any necessary service of technology
• Ensure the cleanliness and orderliness of the Camp Fire office entry and shared spaces and oversee the scheduled cleaning by other CFGC team members
• Keep current staff rosters and information
• Keep up to date and post appropriate signage around office
• Update telephone answering system messages for office closings and as needed

Communication

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Prepares reports by collecting and analyzing information
• Proofread prepared materials before printing or dissemination

Finance

• Prepare regular deposits of all received payments, donations, etc.
• Process and receipt all cash, check and credit card transactions; Maintain and balance cash box

OTHER FUNCTIONS:

• Perform other tasks as assigned

DESIRED QUALIFICATIONS:

• Bachelor’s Degree
• Five years professional office experience
• Proficiency with project management, execution, and tracking
• Strong communication skills including the ability to make effective presentations
• Able to be held accountable for meeting high performance goals; willing to be cross-trained in other program delivery aspects
• Personal characteristics – willingness to try new ideas and methods; flexible; calm and courteous under stress, and able to deal with a variety of people; enjoys challenge and change; possesses constructive conflict resolution skills; resilient, able to bounce back from failure and disappointment; uses personal initiative and acts pro-actively in the best interest of the organization
• AmeriCorps experience a plus
• Bilingual (Spanish/English) a plus

REQUIREMENTS:

• Committed to working as part of a diverse and inclusive team
• Organized; Dependable and punctual
• Four years relevant work experience
• High school diploma or GED
• 18 years of age
• Reliable transportation to and from program delivery sites and the Camp Fire office
• Ability to work in excess of 40 hours per week on occasion, support occasional organizational events outside of normal business hours, including some nights and weekends, approximately 2 – 3 times per month; available for occasional overnight travel
• Experience and skill effectively utilizing audio-visual technology, databases, computers and software including Microsoft Office Suite
• High level of skill in project management including process design, training, problem solving, documentation, and communication
• Demonstrated ability to communicate effectively in writing and speaking
• Able to balance and prioritize multiple tasks and duties
• Commitment to excellence in customer service delivery
• Able to drive 15 passenger van
• Able to meet org. employment requirements including acceptable outcomes on background & reference checks
• Able to carry and move objects weighing up to 50 pounds; able to reach, stoop, climb, kneel, and move freely in such locations as outdoor camping sites and storage areas