What are the responsibilities and job description for the Executive Administrative Coordinator position at Kalamazoo Community Foundation?
Position Title: Executive Administrative Coordinator
Reports To Chief Strategy & Communications Officer
Pay Grade B: $22.36 - $27.93
Position Status: Full Time
FLSA Status: Non-Exempt
About KZCF:
KZCF, established in 1925, has the vision of Kalamazoo County being the most equitable place to live, with the mission to mobilize people, resources, and expertise and to advance racial, social, and economic justice. Learn more at kalfound.org.
Core Values:
Centering Anti-racism
Cultivate Transformative Relationships
Nurture Healing and Love
Serve the Greater Good
Learn and Grow
Embrace Joy
Position Summary:
The Executive Administrative Coordinator will support the leadership of the Community Impact Team and Strategy & Communications Team. This position will report directly to each department Chief and will serve as the point of contact for internal and external partners. This includes critical administrative support, ensuring smooth operation of critical internal and external processes connected to grantmaking, marketing & communications and the implementation of the organization’s strategic plan. Additionally, this role will work independently on projects from the conception to completion with exceptional professionalism and confidentiality.
Essential Functions & Responsibilities:
- Administrative duties, including but not limited to generating team and committee meeting minutes and updating project management platforms.
- Scheduling internal and external meetings for Chief Community Impact Office (CCIO), Chief Strategy & Communications Officer (CSCO) and team members as requested.
- Coordinating expense reporting and tracking budget expenses for CCIO and CSCO.
- Drafting, sending and fielding responses to email communications and/or mailings to stakeholders.
- Maintaining shared calendars for departmental activities as needed.
- Coordinating administrative elements of grantmaking processes including generating and organizing award letters, grant agreements, and other documents.
- Researches, prioritizes, and follows up on inquiries regarding their departments which includes those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- This position may serve as backup support to the Front Desk Coordinator and assisting in the setup to internal meetings.
Other Duties
- Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Diversity, Inclusion, Equity, and Anti-Racism:
- Apply an equitable and anti-racist analysis to all functions to achieve organizational goals.
- Embrace, support, and integrate Community Foundation philosophies related to diversity, inclusiveness, and anti-racism with a willingness to acknowledge and address other forms of bias.
- Ability to confront personal, individual, and internal systemic bias regarding race, age, gender, gender- identity, sexual orientation, ability, etc., which will require sharing and discussing personal identities related to the work environment.
- Ability to work and navigate emotionally taxing conversations related to power, privilege, racism, and oppression on a regular basis.
- Must have strong emotional intelligence and resiliency skills to lead and/or actively participate in advancing our work relative to racial, social, and economic justice.
Professionalism:
- Support the mission, vision, and strategic goals, as a part of the Performance Excellence Model of the Community Foundation, to serve both internal and external customers.
- Follow and support Community Foundation policies and procedures.
- Evaluate own performance and assumes responsibility for professional development.
- Embrace philosophy of one actively engaged in lifelong learning.
- Demonstrate and models Process documentation for clarity and consistency.
- Maintain current knowledge of all changes affecting area of work.
- Conduct self in a professional manner and follows and support the core values, commitments, and behaviors.
- Maintain appropriate professional appearance and confidentiality.
Engagement/Participation:
- Actively represents KZCF at community-based meetings and events which may require evening and weekend engagement throughout the year.
- Actively participate in meetings, committees, and volunteer opportunities within the organization.
- Apply an anti-racism analysis and engage with others in support of learning ways to advance collective DEI understanding and skills.
- Participate as a team member utilizing a collaborative style to achieve mutual goals.
- Provide proactive, creative cross-functional thinking and ideas to enhance services to customers.
- Demonstrate ability to work effectively with others.
Knowledge, Skills & Abilities:
Required:
- Experience working in a business-related field or office environment.
- Experience and comfort using a variety of computer technologies, especially database and spreadsheet programs.
- Must have well-developed writing, proofing, critical thinking, and oral communication skills.
- Must be able to work effectively in a team environment.
- Must have the ability to work independently and attend to multiple tasks.
- Must be comfortable working with community members, fielding calls and emails
- In-depth knowledge/understanding of computers including general business software (i.e., Word, Teams & Excel)
- Demonstrated ability to effectively interact, communicate, and collaborate with people from all cultural backgrounds.
- Must have the ability, judgement, poise, and personal capabilities to build and maintain trust.
- High personal resiliency skills and tools.
- Deep personal commitment to addressing racism with an orientation toward the Kalamazoo community.
- Ability to work both independently, as a team member, and with a broad range of constituencies.
- Ability to prioritize multiple projects and work under pressure.
- Willingness to learn and be adaptive to support a complex and evolving body of work.
- A high degree of personal integrity and ethics
Preferred:
- Bachelor’s degree in business or other related field
Additional Eligibility Qualifications
The Kalamazoo Community Foundation shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include hiring and termination of staff, selecting volunteers, selecting vendors, and providing services.
Salary : $22 - $28