Administrative Coordinator

Description

It’s My Community Initiative (IMCI) offers programs that serve a number of special population groups, including veterans, the historically unemployed or underemployed, individuals with a criminal background including those reentering communities from incarceration, incumbent workers, and low-skilled or low-wage workers. IMCI also works with TRUE Dads. This is a free program in Oklahoma City that helps dads be the kind of father they want to be. Over the years, IMCI has developed a reputation for and continues to demonstrate the value and efficacy of well-thought approaches to incorporating soft skills, vocational training, continuing education, job placement, job coaching and career advancement in ways that make obtaining consistent employment with a living wage more accessible. Additionally, IMCI continuously looks for opportunities to innovate within the workforce development field and, where appropriate, develops and fosters social enterprises that include employment opportunities for the populations served and whose financial success can be reinvested in the services and resources needed to build the Work Ready Oklahoma model.

The Administrative Coordinator will provide daily organizational and operational support to team members at all levels, assisting in areas that contribute to the long-term success of programs and participants. These areas include duties such as managing workshop scheduling and preparation, providing resources and materials to external agencies, and providing logistical support for internal and external meetings.  

Additional functions include administrative support such as opening the office for business, greeting all visitors, answering, and directing phone calls and coordinating office functions with other departments, to create a professional and pleasing environment for current and potential clients.

This person must demonstrate strong attention to detail, excellent oral and written communication skills, and strong organization, critical thinking, and dependability.

• Provide administrative support for IMCI offices, including managing mail, answering and directing incoming calls, coordinating logistics and scheduling of facility usage
• Manage the ordering and inventory of office supplies and program materials
• Support leadership through the planning and coordination of meetings: developing meeting agendas, preparing minutes, and maintaining records
• Provide external agencies and the public with information, resources and materials related to IMCI Programs
• Produce professional correspondence, including word documents, emails, spreadsheets and presentations with quality content for delivery
• Provide data entry, tracking, and reporting across multiple platforms, while maintaining accurate electronic records and report generation
• Conduct research, quality assurance, and documentation in support of program needs
• Serve as additional point of contact for community partners, donors, and outside agencies
• Assist with program services and coverage, as needed
• Other duties as assigned

Qualifications

Education/Training

• Bachelor’s Degree in Sociology, Marriage and Family Studies, Business, or equivalent experience, preferred

• High Proficiency in Microsoft Office, including but not limited to Excel, Word, PowerPoint, Outlook, and Calendars, required
• Experience working in a team environment while managing quickly shifting priorities and tasks
• Experience working in social services or academic environment, preferred
• Prior experience working in an administrative or receptionist capacity, preferred
• Experience working with database/management information systems, preferred
• Familiarity in career development, job counseling, or workforce development, preferred

• Excellent verbal and written skills, required
• Ability to work independently and excellent organizational skills, required
• Must have high level of interpersonal skills to handle sensitive and confidential situations with tact and diplomacy
• Must be able to work extended hours, some evenings and weekends, as needed