Senior Administrative Coordinator

General Description: This position provides administrative support to the Chief Program Officer (CPO) in a professional manner. This includes: maintaining organizational confidentiality and assisting the CPO with general activities to ensure the smooth operation of the overall Community Impact department administration. The Senior Administrative Coordinator will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills and the ability to maintain a realistic balance among multiple priorities.

Primary Job Responsibilities & Duties:

  1. Confidentially and tactfully provides all aspects of administrative support to the CPO including but not limited to: completing expense reports, arranging travel plans/itineraries and agendas, managing extremely active calendar of appointments and scheduling using good judgment and thoughtful planning including meeting details of location, directions, screening incoming calls and correspondence.
  2. Ensures development and implementation of appropriate procedures for the effective and efficient tracking of all Community Impact contracts, work plans, and funded providers contact information tracking.
  3. Anticipates the CPO’s needs and proactively brings together appropriate people and resources to support the CPO in addressing these issues.
  4. Assists with coordination and sustainability of the agency accreditation (COA).
  5. Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
  6. Assists with coordination of the Broward Behavioral Health Conference.
  7. Assists with the planning and execution of all Community Impact meetings and trainings.
    • Responsible for organizing, managing and coordinating all aspects of the Community Impact leadership and staff meetings in regards to: Meeting room logistics and scheduling, preparing and sending agendas, meeting notices, printed/visual aids, taking and transcribing minutes, ordering food, compiling and distributing reports and exhibits used in these meetings if applicable.

Other Job Duties:

  • Proactively manages the CPO’s correspondence including drafting letters, securing pertinent information on request for support and information to permit a timely and accurate response from the CPO.
  • Handles CPO’s incoming and outgoing mail, screens incoming phone calls, escorts visitors to the CPO’ office and assists with follow through of requests.
  • Manages all customer situations, meet commitments, respond promptly to customer needs, and solicit feedback to continually reinforce and strengthen the organization’s brand.
  • Composes responses to correspondence and inquiries that are routine or general.
  • Orders and manages all office supplies within budgetary constraints.
  • Makes travel arrangements as requested.
  • Maintains confidentiality of all materials, and uses judgment and tact in dealing with internal and external inquiries.
  • Assist with coordination of speakers, marketing materials, and outgoing communication regarding the Broward Behavioral Health Conference.
  • Understand the United Way of Broward concept, mission, purpose, philosophy and background to handle routine calls from public in an effective and diplomatic way.
  • Develops and maintains good working relationships with staff, board members, major donors, volunteers, agency representatives, and guests of the CPO.
  • Consistently demonstrates good telephone etiquette and courtesy.
  • Plans and prioritizes work to meet scheduled deadlines; adjusts personal schedule to assure completion of tasks, assignments, etc.
  • Works only under general supervision; uses discretion and judgment in the performance of daily duties.
  • Exhibits leadership and initiative in work habits and adhering to UWBC policies.
  • Performs other duties and assumes other responsibilities as assigned by the CPO.
  • Due to the leadership role United Way is called upon to play in the community, particularly during times of crisis, it is the expectation that all United Way staff will be fully engaged in the organization's crisis plan and response efforts.

Supervises: Volunteers

Education & Experience:

  • Bachelor’s degree with three years of in a Senior Administrative Assistant position role in a professional office environment.
  • Knowledge of word processing equipment and computers with proficiency required in MS Word, MS Excel, MS Power Point, and other related computer programs as needed
  • Strong customer service skills and ability to multitask a must.
  • Typing skills, with a high degree of accuracy excellent spelling, punctuation and grammar skills; ability to proofread accurately. Excellent telephone presence and good organizational skills required.
  • Initiative, analytical ability, high interpersonal relations and the ability to effectively communicate.

Core Competency Requirements:

  • Excels at customer service – Serves (treats) all customers (internal and external) with utmost respect and responsiveness in order to deepen relationships and advance UWBC’s mission.
  • Drives for results – Has a passion for innovation and risk-taking, meets and exceeds qualitative and quantitative goals in a thoughtful and time-driven manner.
  • Commits to the organization – Has the responsibility for aligning one’s own behavior, leadership and commitment with the needs, priorities, goals and culture of UWBC.
  • Embraces diversity and inclusion – Creates an atmosphere that respects and embraces engagement of all people, ideas and backgrounds and aligns with United Way’s values.
  • Seizes learning – Able and willing to learn new skills and knowledge and accept new challenges to further United Way’s mission.
  • Manages multiple projects and tasks – Effectively manages time and resources to respond to emerging needs while continuing to deliver on organizational goals, objectives and timelines, and seeks help when needed in juggling priorities.
  • Personifies teamwork – Demonstrates good collaboration and communication to be effective in any team setting.

 
Environment & Physical Demands: The environment is climate controlled (i.e., heated and air-conditioned). Lighting is adequate through overhead lighting as well as windows and blinds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands include sitting and/or standing for extended periods of time, bending, lifting approximately 25 pounds, regular use of the telephone, copier, fax and computer, and occasionally driving the United Way vehicle. Demands also involve protracted concentration.