Special Projects Coordinator

Description: The Special Projects Coordinator takes on various roles within the organization to help ensure effective day-to-day operations. This role may require, but is not limited to, performing general clerical tasks, communicating with and greeting clients, responding to phone calls and emails, and managing office equipment and supplies. The Special Projects Coordinator also creates reports and memos, organize events, and serves as an assistant to senior management.

Primary Duties and Responsibilities (others may be assigned based upon organizational needs):

• Plan, manage and/or assist with the coordination of special events, organizing and communicating event details, and aspects, recruiting and mobilizing cross-sectional teams to conduct events, and addressing potential problems that may arise. Examples include (not limited to) press conferences, outreach and other promotional events to help keep the organization top of mind.
• Assist in the coordination of volunteers, staff, vendors and more to support organizational events.
• Coordinate and/or assist with the development of print and online marketing, mailings (direct/online) and special events collateral materials including but not limited to identifying story topics; writing articles/letters; developing brochures, flyers, newsletters, reports, invitations, signage, postcards, etc. designing graphics and materials that promote agency programs/events including graphic design and layout.
• Perform outreach to press outlets, magazines, and influencers and build strategic partnerships to grow brand notoriety.
• Respond to media inquiries and maintain relationships with journalists and other members of the press.
• Lead or support the project management of cross-organizational initiatives, such as strategic planning, community outreach, community events, annual staff meetings, and trainings, etc.
• Inform and help execute team events, including annual team retreats; work with external vendors as necessary to execute in-person and virtual events
• Support team- and culture-building activities, including team celebrations and social activities; manage the organizational calendar
• Coordinate and/or assist with the development and dissemination of HRA’s marketing and promotional materials, and its availability in multiple languages as applicable.
• Manage the agency wide inventory of marketing and promotional materials and signage.
• Prepare presentation materials for use informing the public by completing basic statistical calculations on agency performance data for reports and presentations, editing content and adding appropriate graphic and design elements.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.
• Write a variety of different content to support communication of organizational activities, special events and overall outreach efforts, including newsletters, website copy, social media content, and press releases.
• Create engaging text, image and video content to sustain readers’ curiosity and create buzz around new or existing programs.
• Assist with coordination of the Executive Director’s internal and external meetings, including research and preparation, drafting correspondence, and monitoring action items that stem from these meetings
• Collaborate on board and board committee meeting preparation, including scheduling, project-managing the preparation of board materials, record-keeping, and helping to plan and execute board meetings
• Attend meetings and conferences as requested and prepare notes as needed
• Perform office duties such as coordinating meetings, answering telephones, maintaining filing systems, requisitions, inventory management, and other services as needed.
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
• Track internal and external contacts and maintain contact database.
• Maintain confidentiality in all aspects of organizational information.
• Performs other duties as assigned by the Executive Director and/or their designee.

Minimum Requirements: 

• Associates Degree in Human Services or related field or High school diploma or equivalent, with at least five years of experience in an office or administrative support position. Additional education may be substituted for this experience requirement.

Knowledge/Skills/Abilities: 

• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Ability to thrive in a fast-paced environment and operate with a high sense of urgency
• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook; able to operate office equipment (e.g. fax, photocopy, postage machines etc.)
• Excellent calendar management skills
• Proven ability to work independently
• Project management skills
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow
• Demonstrated ability to meet project deadlines
• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
• Ability to anticipate needs, resourcefulness and responsiveness are essential.
• Ability to consistently strive for excellence and exercise good judgment.
• Dependability, dedication, resourcefulness, and independence.
• Understanding of HIPAA and importance of privacy of personal data.
• Knowledge of local, state and federal social service resources.

• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
• Operate independently with minimal supervision.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).

Physical Requirements: 

• Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard.
• Ability to lift up to thirty (30) pounds.

Language Requirements: 

• Bi-lingual (Spanish / Polish / English) is not required but preferred.

  EOE, including Disability/Vet

When duties and responsibilities change, the job description will be reviewed and changed based upon changes to program or organization’s priorities.

Comprehensive Benefits Package:

Medical

Dental 

Vision

401K

Paid Holidays

Paid Time Off (Vacation, Sick, Personal)

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