Program and Administrative Services Coordinator

Description

• Assist with planning organizing and tracking progress on organizational and departmental projects.
• Support the development of project timelines deliverables and task assignments in coordination with executive staff.
• Monitor project deadlines follow up with team members and provide status updates.
• Coordinate site visits and ensure timely completion of contracts and required documentation.
• Research and identify grant opportunities that align with organizational goals and funding needs.
• Prepare and submit compelling grant proposals letters of inquiry and supporting documentation.
• Track deadlines and ensure timely submission of grant applications and required reports.
• Maintain organized records of grant applications awards and reporting requirements.

• Provide scheduling and calendar management for CPO CAO and CCO.
• Bring urgent items to executives attention.
• Coordinate registration for events and conferences for executives including travel transportation and lodging.
• Help compile data and materials for board meetings strategic discussions and executive communications.
• Draft and edit correspondence emails memos letters spreadsheets and reports.
• Provide backup support for administrative team members as needed.
• Record prepare and circulate draft and final Board Meeting minutes per rotation schedule.
• Ensure all CPO and CAO meeting tasks are assigned and tracked through completion.
• Ensure fully executed contracts are loaded into Agiloft and shared with department or program leadership.
• Support the development and planning of staff engagement and recognition including events and initiatives.
• Manage mail distribution per protocol.

• Serve as point of contact for Agency headquarters by greeting directing and guiding visitors callers and employees if needed.
• Provide phone support and customer service expertise with answering routing and returning calls in a timely and efficient manner.
• Coordinate organize schedule and de-conflict CPO CAO and CCO calendars.
• Oversee office support functions including replenishing and ordering office supplies placing maintenance work orders and performing general office duties.
• Support special projects as assigned by leadership.
• Reconcile agency credit card for CPO.

• Excellent time management skills; conscientious with excellent follow-through skills.
• Strong project management skills.
• Experience with creating and maintaining effective working relationships with staff at all levels.
• Skilled in data analysis.
• Advanced skills in using Microsoft products including Excel PowerPoint etc. and the ability to quickly learn other software systems including contract management systems Canva etc.
• Excellent interpersonal and communication skills.

• Bachelors degree with at least 2 years of business administration experience or 5 years of relevant work experience.

EOE Employer

IND2024