Administrative Coordinator

Responsibilities

• Provide administrative support to Director, Assistant or Associate Director
• Acts as a liaison with other departments, Funds, Trustees, Union, staff, members, outside agencies, and the general public
• 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
• Vet and address calls, as appropriate, for the department; resolve complaints and respond to inquiries on the telephone and in person with visitors to the department within the scope of information and authority, and refer to others, as appropriate
• Create and maintain physical and electronic files for the department
• Maintain employer and union lists for relevant bargaining units and ensure records are current and accurate
• 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
• Manage and update meeting schedules and maintain inventory of meeting materials (e.g. folders, binders, and etc)
• Provide information and assistance to employees, members, trustees and the public in a courteous manner and with sensitivity to the diversity of a multicultural environment
• Prepare reports as directed. Initiate correspondence on a variety of matters requiring an in-depth understanding of departmental and Fund policies, procedures, programs and initiatives; format, create, produce, and edit correspondence and other written materials
• Process incoming and outgoing departmental mail for management. Track and disseminate promotional gifts for events
• Assistance in the production of meeting materials (e.g. Binders, agenda, loading of materials on iPads)
• Manage logistics for meetings, conferences and events including planning, scheduling, and the set up / breakdown physical meeting rooms (including material prep)
• Create and maintain workflows and understand how various units’ interplay to serve members
• Perform additional duties and projects as assigned by management

Qualification

• 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
• Must have or be able to quickly acquire and implement an in-depth knowledge and application of organizational and departmental program priorities (mission, goals, and objectives), Fund policies and procedures
• Excellent organizational and administrative skills; able to follow up and complete multiple tasks simultaneously
• Superb verbal and written communication and interpersonal skills; able to interact with individuals at all levels, handle sensitive and confidential situations, and work well under pressure and independently in a professional manner with tact and diplomacy
• Excellent interpersonal and analytical skills; able to work with members and service provider vendors
• Able to take initiative, analyze and resolve complex situations
• Must be able to work flexible hours