What are the responsibilities and job description for the Administrative Coordinator position at 1199SEIU Benefit and Pension Funds?
Requisition #:
7120TEF
# of openings:
1
Employment Type
Full time
Position Status
Permanent
Category
Non-Bargaining
Workplace Arrangement
Hybrid
Fund
1199SEIU Training and Employment Funds
Job Classification
Exempt
Resp o nsibilit i es
7120TEF
# of openings:
1
Employment Type
Full time
Position Status
Permanent
Category
Non-Bargaining
Workplace Arrangement
Hybrid
Fund
1199SEIU Training and Employment Funds
Job Classification
Exempt
Resp o nsibilit i es
- Provide administrative support to Director, Assistant or Associate Director
- A c ts as a l i a i s on w i t h o t h e r d e part m e n t s , Fu n d s , T r u s t e e s , U n i o n , s ta f f , m e m b e rs , o u t si de a g e n c i e s , a nd t he g e n e r al p u b li c
- Create, review and edit correspondence, policies, procedures, presentations and outreach materials as per the direction, or on behalf of the Director, Associate or Assistant Director
- V et a n d a d d r e s s c a ll s , a s a p p r o p ri at e , f or the department ; r e s o l v e co m p l a i nts a n d r e s p o nd to i n q u i ri es on the te l e p h o n e a n d i n p e rs on w i th v i s i tors t o t he d e p a r t m e n t w i t h i n the sc o p e o f i n f or m at i on a n d a ut h or it y , a n d re f er to ot h er s , a s a p propr i a t e
- C r e a te a n d m a i n t a i n p h y s i c al a nd e l e c tr o n i c f i l es f or the d e p art m e nt
- M a i nt a i n employer and union lists for relevant bargaining units and ensure re c ords are c ur r e nt a n d a cc urate
- Maintain staff in/out calendar, PTO requests and record weekly timekeeping
- Record and maintain an accurate tracking and reconciliation of various processes (i.e., expenses, outreach efforts, travel and credit card, etc.)
- Transcribe, circulate, revise and distribute minutes from meetings
- M a n a ge a n d u p d a te m e e t i n g s c h e d u l es a nd m a i nt a i n i n v e nt o r y of m e e t i ng m at e ri a l s (e. g . f o l d e rs , b i n d e rs , a nd e t c )
- P r o v i d e i n f o r m at i on a nd a ss i s ta n c e t o e m p l o y e e s , m e m b e rs , tru s te e s a n d t h e p u b li c i n a co u r t e o u s m a n n e r a n d w i th s e n s i t i v i t y to t he d i v er s i t y of a m u l t i c u l t ural e n vi r o n m e n t
- P r e p are re p orts as d i r e c t e d . I ni t i a te c or r e s p o n d e n c e o n a v ar i e t y of m at t ers re q u i r i ng an i n - d e p th u n d e rs ta n d i n g of d e p a r t m e n tal a n d Fu n d p o lic i e s , p r o c e d ure s , p r o gra m s a n d i n i t i at i v e s ; f or m at, cr e a te, pr o d u c e, a n d e d i t c or r e s p o n d e n c e a nd o th e r w ri tt e n m at e r i a l s
- P r o c e s s i n c o m i ng a nd o ut g o i n g d e p a r t m e n tal m a i l f or m a n a g e m e n t. T r a c k a n d d iss e m i n a te pro m ot i o n a l g i f ts f or events
- A ss i s ta n c e i n t he produc t i o n o f m e e t i ng m at e r i a l s (e . g. B i n d er s , a g e n d a , l o a d i ng o f m at e r i a l s on i P a d s )
- M a n a ge l o g i s t i c s f or m e e t i n g s , conferences and events including planning, scheduling, a n d t h e set u p / br e a k d o wn physical meeting rooms ( i n c l u d i n g m aterial prep)
- Create and maintain workflows and understand how various units’ interplay to serve members
- P er f o r m a d d i t i o n al d u t i es a nd pro j e c ts as a ssi g n e d b y m a n a g e m e n t
- Bachelor’s degree in Communications, English, Journalism or equivalent years of work experience required
- Minimum two years (2) years Adminstrative Assistant role supporting leasership or departments
- Intermesiate skill of Microsoft Word, Excel, Powerpoint and Outlooked preferred
- M u s t h a v e or b e a b l e to q u i c k l y acq u i r e a n d i m p l e m e n t a n i n - d e pth k n o w l e d g e a n d a p p l i c at i on of or g a n i z a t i o n a l a n d d e p a r t m e n tal prog r am pr i ori t i es ( m is s i o n , g o al s , a n d o b j e c t i v e s) , Fund p o li ci es a n d p r o c e d ures
- E xc e l l e n t orga n i z a t i o n al a n d a d m i n i s tra t i v e s k ill s ; a b l e to f o l l o w u p a n d co m p l ete m u l t i p l e t a s k s s i m u l ta n e o u s l y
- S u p erb verbal and written c o m m u ni c at i on a n d i n t erper s o n a l s k ill s ; a b l e t o i n t era c t w i t h i n d i v i d u al s at a l l l e v e l s , h a n d l e s e n s i t i v e a n d c o n f i d e n t i a l s i t u at i o n s, and work well under pressure and independently i n a pro f e ss i o n al m a n n e r w i th t ac t a nd d i p l o m a cy
- Excellent interpersonal and analytical skills; able to work with members and service provider vendors
- A b l e t o t a k e i n i t i at i v e , a n a l yz e a n d re s o l v e c o m p l ex s i t u a t i o n s
- M u st b e a b l e to w o r k f l e x i ble hou r s
