Executive Coordinator - NIJC

Executive Coordinator – NIJC

Summary: This position provides proficient and advanced administrative and coordination support services to the Executive Director and coordinates communications, activities and special projects as assigned. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

  • Performs routine clerical/support tasks for the department including, but not limited to: filing, photocopying, distribution of mail, answering telephones, maintaining records, etc. Screens visitors and callers and responds to requests within this position’s responsibilities.
  • Maintains confidentiality of all documents and other information. Prepares records, contracts, schedules, and other necessary documentation assigned. Ensures the appropriate filing and distribution, etc. of such data. Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
  • Provides research and written analysis of issues as assigned. Composes written material for the processing of basic to intermediate level correspondence and inquiries. Assists with or executes communications related activities such as preparing brochures and other collateral materials, writing copy, advanced word processing, and preparing presentations. Process requests on behalf of supervisor.
  • Develops and maintains filing systems. Develops procedures for the control, storage, use, and availability of office supplies and related items.
  • Provides Board of Directors-related support services including, but not limited to: maintenance and monthly update of Board and Board Committee rosters, coordination of Board meetings and preparation of minutes, and development of meeting agendas with collection of related materials.
  • Approves and coordinates requisitions for office supplies and related items or services, within defined budgetary limitations. Coordinates the repair of office equipment and instructs others in the proper use of office equipment.
  • Assists Executive Director and assigned managers with scheduling and other decisions related to clerical/support functions to ensure efficient office operations; assists direct supervisor in personal scheduling and meeting preparations.
  • Provides support services to other external and internal work groups, coalitions, and task forces including maintenance of rosters, coordination of meetings, and preparation of minutes (as required by Executive Director).
  • Maintains an appropriate professional demeanor toward co-workers, visitors, clients, supervisors, and others. Adheres to professional standards as outlined by organizational plans/policies and departmental guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards. Initiates requests for assistance or guidance from supervisor to address new issues or complex concepts affecting adherence to professional standards.
  • Ability to react to change productively and handle other essential tasks as assigned. The manager responsible for providing the supervision for the position of Executive Coordinator may select appropriate work assignments as needed, depending on the goals and objectives of the department at any given point in time. Performs other duties and special requests as assigned.
  • Supervisory responsibility for administrative staff

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Bachelors Degree and two years of related experience, or equivalent combination of education and experience.
  • Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
  • Computer Skills: Demonstrated proficiency with word processing, spreadsheet, database and presentation software (specifically Microsoft Office).
  • Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

Physical Demands: The physical demands described here 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 talk and hear.
  • The employee is frequently required to use hands to key, handle, or feel and reach with hands and arms.
  • The employee is regularly required to sit, stand and walk.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise in the work environment is moderate

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987


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