Job Description

Tompkins Community Action

JOB TITLE:Administrative Operations Coordinator

STATUS:Non - Exempt

DEPARTMENT:Administration

RESPONSIBLE TO:Executive Director

Job Summary:

Provide administrative and organizational support for agency’s Administration Department; includes facilitating Executive Directors’ administrative tasks, Board and Council coordination, agency project profiles and contracts. Ensures the implementation of agency wide volunteer program to meet both program and community relationship needs. Position includes providing coordinating support for ongoing and new initiatives.

Job Duties:

Executive Administrative Responsibilities: (50%)

  1. Provides dedicated, confidential and professional support to the Executive Director
  2. Coordinate in house and external meeting schedule;includes creating meetings and providing meeting materials as requested. Provide reminders and facilitate the daily flow of the schedule.Ensure recurring meetings are posted throughout the year.
  3. Organize and prioritizeto correspondence and respond to as directed; including distribution to appropriate members of the staff and community partners. Ensure Community Relations Coordinator is provided with all community event materials.
  4. Manage and professionally respond to telephone calls and messages as directed
  5. Ensure identified deadlines are met by providing timely reminders and needed materials.
  6. Create and maintain boiler plate documents and letters to facilitate timely correspondence
  7. Schedules Board, Committee and Council meetings, including follow-up communications
  8. Prepare and mail all meeting materials, includes collection of departmental materials
  9. Takes minutes for Board,Committee and Councilmeetings and other meetings as requested. Includes meeting preparation and evening work hours.
  10. Prepare and distribute Board, Committee and Council ongoinginformational mailings
  11. Organizes and maintainsBoard,Committee and Council records; includes organizing meetings minutes and notebooks.
  12. Maintain Board, Committee and Council individual member files; ensures all documentation is complete and up to date.
  13. Assist in creating and updating Board, Committee and Council manuals.
  14. Schedule and facilitate Board, Committee and Council training and retreat events; includes identifying opportunities and resources
  15. Maintain and organize Exec. Director’s membership affiliation, community partnership and auxiliary Board documents and files.

Administrative Operations: (30%)

  1. Coordinate and implement agency volunteer program
  2. CSBG – compile and facilitate submissions of quarterly/annual program reports
  3. Coordinate agency vehicle use & tally mileage logs monthly for finance staff
  4. Coordinate and facilitate agency conference room use with community partners
  5. Maintain agency and departmental membership and affiliation lists
  6. Assists with maintaining community relations databases for the agency
  7. Monitors agency info@ email account and forwards to appropriate departments
  8. Coordinate conference registrations and retreats for Leadership Team
  9. Participate in Administrative Team meetings
  10. Provides assistance with special agency and program projects, as assigned

Project Profiles and Contracts (20%)

  1. Create Project Profile Activation meetings and Project Reporting task reminders.
  2. Maintain Project Profile files; ensuring contracts, correspondence and reports are current
  3. Maintain Microsoft OneNote Project composites
  4. Maintain agency contract database, files and create contract renewal meetings
  5. Coordinate submission of grant reports, gathering fiscal and program information
  6. Provide reporting and attend regular Project Profile review meetings with Deputy Director
  7. Identify and prioritize incoming reports and contracts, ensuring timely agency response

Required Knowledge, Skills, and Abilities:

1.Excellent oral and written communication skills.

2.Excellent interpersonal skills.

3.Highly organized and able to work with little supervision.

4.Able to conceptualize, plan and use good judgment.

5. Adhere to a strict code of confidentiality and professionalism

6.Excellent computer skills, specifically Microsoft Office Suite programs

Minimum Qualifications:

1.College Degree in Management, Business or related field, plus some management/supervisoryexperience in a human service setting; OR two-year college/A.A.S degree in Management,Business or related field, plus two (2) years management/supervisory experience in a humanservice setting; OR .H.S. Diploma/G.E.D.,plus five (5) years of administrative officeexperience.

2.Valid driver’s license that meets agency’s insurability criteria and access to a reliable personalvehicle.