EXECUTIVE COORDINATOR OPERATIONS

Description

Executive Coordinator - Operations

Classification: Exempt
Reports to: Chief Program Officer
Date: September 2023

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

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Summary/Objective 

The Executive Coordinator of Operations provides administrative support to the Chief Program Officer (CPO).  This position also supports the operational Vice Presidents as needed and regularly assists with organizational projects and events. 

Essential Functions

• Coordinate the administrative, operational, and executive activities for the CPO, including meetings, travel arrangements, expense reports, monthly reports, etc.
• Provide support to Vice Presidents as directed by the CPO.
• Compose, edit, and proof professional and executive-level correspondence, announcements, and documents.
• Perform quality reviews of documents by the organization’s standards and policies.
• Collect, verify, and maintain program compliance and accreditation materials for Executive Leadership.
• Organize, schedule, and prepare materials for meetings, trainings, and organizational events as needed.
• Manage the CPO vehicle, including scheduling, repairs, registration renewals, and titles.
• Prepare electronic documents for approval by the CPO.
• Maintain all programmatic contracts and agreements through Contract Guardian.
• Monitor weekly program census, KPIs, and productivity data ensuring the data is correct and timely.
• Attend and record/transcribe meeting notes/minutes as requested by the CPO.
• Review, maintain, and answer emails on behalf of the CPO when appropriate.
• Attend meetings and events and relay important information or messages on behalf of CPO as requested.
• Act as the gatekeeper between the CPO, Vice Presidents, and management teams
• Keep the CPO informed of critical issues taking place in programs or facilities, including matters related to organizational culture
• Understand the inner workings of each department to provide feedback to the CPO as needed.
• Tour programs and facilities on behalf of the CPO to ensure compliance with organizational standards.
• Other duties as assigned.

Competencies

• Proactive and intuitively able to anticipate support needs.
• Effective communicator, both oral and written.
• Able to effectively deal with diverse individuals and groups.
• Able to organize/prioritize large volumes of information.
• Able to function under pressure to meet tight deadlines .
• Able to work independently and as part of a team.
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, bending or stooping as necessary, and working on the computer for prolonged periods.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Some travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• Associate degree.
• Minimum of two years experience in an advanced administrative role.
• Highly proficient with Microsoft Office suite products including Word, Excel, PowerPoint, Adobe Acrobat.
• Highly skilled with video conferencing, zoom, and app-based scheduling .
• Working knowledge of SharePoint.
• Strong written and verbal communication.
• Demonstrated understanding of executive communication.

Preferred Education and Experience

• Bachelor’s degree in a related field.
• Three plus years of similar work experience.
• Advanced experience with SharePoint, Office 365 applications, and website interface.

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, regardless of race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation imposes an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.

Qualifications