Executive Team Coordinator

Description

Job Title:        Executive Office Coordinator
Reports To:    President & Chief Executive Officer
Location:        Administration

I.    Purpose

The Executive Office Coordinator, under the direct supervision of the President & Chief Executive Officer (CEO), will acquire and maintain an understanding and knowledge of The Haven in order to anticipate needs, resolve problems and manage critical tasks in a professional manner that maintains the agency’s positive reputation in the community and within The Haven through personalized services. The Executive Office Coordinator provides office support to The Haven’s Executive Management Team and the Board of Directors. Often serving as the face of Administration, this position will interface with both internal and external customers and stakeholders. The Executive Office Coordinator must demonstrate the ability to work independently while managing workflow, coordinating activities and completing project assignments.  Duties include high-level clerical and project-based work.

II.    Essential Functions

•    Serves as liaison of the office of the President & CEO to key stakeholders.
•    Attends all Executive Office, Board of Directors, and Board committee meetings.
•    Creates, transcribes and distributes meeting agenda, reports, minutes, and more for the Executive Office, Board of Directors and board committees.
•    Understands and complies with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials in electronic/paper format.
•    Corresponds and communicates to Board members board committees and groups.
•    Prepares, tracks, and maintains reports to provide pertinent data, using indicated software.
•    Assists with maintaining the agency donor base and manages and completes gift acknowledgment letters
•    Updates and maintains the Board of Directors roster and board member contact information.
•    Provides support to Executive Leadership and Key Leadership as needed.
•    Deposits checks and cash received in accordance with Haven policy.
•    Prepares, tracks, and maintains a variety of documents, graphs, letters and data analysis to the President & CEO and members of Executive Leadership.
•    Verifies data report accuracy and integrity and upholds confidential and protected information.
•    Maintains calendar and contact directory.
•    Coordinates project-based work.
•    Represents The Haven at community outreach events.
•    Sets up and coordinates meetings, retreats, special events, travel, and conferences.
•    Arranges, coordinates, and provides appropriate support for special functions or projects including set-up, technology, and refreshments.
•    Communicates and archives policies and procedures. Participates on the Policy and Procedure Committee.
•    Manages requests for assistance and information from stakeholders, members, and participants, staff, and the public in a manner that reflects positively on the agency.
•    Performs general clerical duties to include, but not limited to: photocopying, faxing, mailing, filing, ordering office supplies, maintaining Administration Conference Room in clean and orderly state including water bottles and coffee supplies, and more.
•    Handles all incoming phone calls and guest reception.
•    Manages the electronic calendar for the President & CEO.
•    Occasionally serves as back up for Office Coordinators,
•    Performs other related activities in accordance with agency growth and changes.  

III.    Other Duties and Responsibilities

The Administrative Support Coordinator supports agency-wide departments in performing other related duties as assigned by the Executive Director or the appropriate designee including Quality and Compliance; Clinical Outpatient and Residential; Development and Marketing; and Human Resources.

• Maintain Census Dashboard spreadsheet.
•    Provides compliance record-keeping in Quality Management & Compliance Completes the credentialing process for The Haven with the Health Insurance companies and other Contractors. 
•    Coordinates the completion of contract Applications and Request for Proposals for all behavioral health paying sources.
•    Assist with various HR administrative tasks, including, but not limited to, maintaining employee records, managing documentation, coordinating onboarding processes, scheduling meetings, and providing general support to the HR team to ensure efficient workflow and compliance with company policies.
•    Assists in the production of Employee Events including New Hire Orientation and the development of related materials; equipment; and venue selection.
•    Performs duties as one of The Haven’s Notaries Public.
•    Utilize motivational interviewing techniques to foster meaningful dialogue, support personal growth, and empower employees and members in their decision-making.

IV.    Required Competencies

•    Demonstrates exceptional customer service skills.
•    Demonstrates ability to prioritize tasks and problem solve.
•    Demonstrates effective communication abilities.
•    Pivot Tables, Charting/Graphing in Excel
•    Demonstrates ability to prepare professional documents that require minimal corrections for grammar, vocabulary, spelling, and punctuation.
•    Demonstrates intermediate to advanced computer skills and abilities using Microsoft Office products and other reporting software.
•    Demonstrates ability to think critically and work independently. 
•    Demonstrates strong analytical skills, organizational skills, and the ability to multi-task. 
•    Demonstrates ability to work in a team setting.
•    Exercises prudent judgement and initiative.
•    Demonstrates effective time management skills.
•    Maintains discretion and confidentiality in relationships with Board members.
•    Exhibits ability to organize a diverse workload and maintains attention to details.
•    Exhibits ability to establish and maintain effective working relationships with the Board of Directors, staff, community members, volunteers, and other outside agency personnel.
•    Exercises effective filing, maintenance and retrieval of information.
•    Demonstrates punctuality on a daily basis and observes work schedules.
•    Maintains an acceptable attendance record and plans PTO in advance.

V.    Physical Requirements

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Qualifications

Education & Qualifications

•    5 years of progressive administrative experience required
•    Training in office and administrative skills required
•    Experience in a nonprofit setting preferred
•    Bachelor’s Degree in Business Administration preferred

Skills & Abilities

•    Excellent verbal and written communication skills; exceptional customer service skills. Intermediate level computer skills using Microsoft Office. Typing speed of at least 50 wpm and high degree of accuracy and formatting ability. Ability to work with numbers, graphs and database queries.