Administrative Coordinator

At West Mountain Regional Health Alliance (WMRHA) we are dedicated to transforming health systems in the West Mountain region. Founded in 2010, our collaborative organization brings together diverse stakeholders to address system-level health challenges. We advocate for integrated equitable health that includes social determinants of health in Eagle, Garfield, and Pitkin counties.

We are excited to add a full-time Administrative Coordinator to our team! The Administrative Coordinator will support the WMRHA Executive Director and perform a broad variety of administrative tasks for the organization. This individual will be self-motivated and able to independently manage multiple tasks, work with people from diverse backgrounds, and function as a critical member of WMRHA operations.

Essential Duties & Responsibilities

• Develop and implement processes for managing the Executive Director's (ED) schedule, including calendar, meetings, and travel arrangements.
• Coordinate organization-wide meetings, securing necessary logistics like spaces, food, and IT equipment, and managing timely distribution of materials such as meeting agendas and minutes.
• Maintain efficient organization systems including contact databases, file management (e.g., Box), and document handling.
• Provide direct support for various team functions, assisting in smooth operations across HR, finance, and IT support, including workflow alignment and team resource management.
• Manage all aspects of financial documentation flow to support the Finance team and ensure efficient financial operations.
• Lead projects to improve workflow alignment and team time management.
• Administer comprehensive support for grant activities, encompassing maintenance of a grants calendar, facilitating report submissions, proofreading draft materials, compiling grant-related documents, and writing thank-you letters for donations and grants.
• Oversee the completion and compliance of expense reports, reimbursements, and time tracking for grants ensuring accuracy and adherence to protocols.
• Play a significant role to leverage social media platforms and website updates to enhance the organization's visibility and promote outreach initiatives.
• Act as point person role in organizing events for strengthening advocacy efforts.
• Support seamless communication during meetings and events by handling note-taking for board meetings, quarterly meetings, and other important organization meetings.

Knowledge, Skills & Abilities

• Exceptional interpersonal and communication abilities.
• Ability to effectively comply with regulations, policies, and guidelines relevant to the role.
• Ability to develop and implement efficient processes for managing calendars, meetings, and travel arrangements, ensuring smooth operations and timely completion of tasks.
• Excellent time management skills.
• Excellent communication and coordination abilities.
• Strong ability to multitask and effectively manage multiple priorities and tasks simultaneously.
• Proficiency with MS Office suite, Google workspaces, workflow management tools such as Asana, Slack, and Box, and CRM systems such as Neon, LGL, or Salesforce.

Basic Qualifications

• Minimum of three years of relevant work experience in office management or administrative support.
• High School diploma or GED.
• Experience in providing administrative support, managing databases, maintaining filing systems, and handling document requests efficiently.
• Experience in conducting subject area research, reviewing reports, and preparing data for the Executive Director, ensuring accuracy and timely delivery.
• Agility with MS Office suite, workflow management tools such as Asana, Slack, and Box.
• Demonstrate key attitudes, values, and practices of WMRHA.
• Exemplify appreciative inquiry approaches with a willingness to learn in all scenarios.
• Facilitate skill and knowledge sharing based on actual understanding and limitations with an attitude of servant leadership.
• Create an environment of mutual growth.
• Must be able to provide proof of eligibility to work in the U.S.

Preferred Qualifications

• Five years of experiential depth in executive or office administrator roles.
• Expertise in workflow management and training teams/individuals on workflow processes and tools.
• Copywriting experience on small to medium-sized grant applications and social media.
• Social media campaign development and management.
• Graphic design and campaign management experience.
• Experience with using AI tools in the workplace for enhancing routine tasks.
• Experience working with community-based organizations and related government entities.
• Multi-lingual English/Spanish.

Internal and external reporting and functional connections

This role reports to the Executive Director in Carbondale, CO with strong functional connections to the Assistant Director and Managers.

Work Location and mode

This position is a hybrid work arrangement located at WMRHA office at the 3rd St. Center in Carbondale, CO. All hybrid staff are expected to work from the WMRHA office at least 3 days per week.

Working Environment

Working conditions are generally indoors in environmentally controlled conditions and occasionally outdoors. Some travel will be required for in-person meetings. A driving background check may be requested.

We are an equal opportunity employer. At WMRHA, we are committed to creating a diverse environment and are proud to promote inclusiveness in everything we do. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, or any other characteristic protected by federal, state, or local laws. We are also committed to compliance with the Americans with Disabilities Act (ADA).

In compliance with the Colorado Equal Pay for Equal Work Act the salary range for this role is $55,000 -$65,000 annually, based on experience. This role is eligible for medical, dental, paid time off, holidays, and a matched retirement benefit.

Please submit a resume and cover letter as part of your application on Indeed

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work Location: Hybrid remote in Carbondale, CO 81623

Salary : $55,000 - $65,000