JOB SUMMARY

The Coordinator 1 – Operations and Support plays a vital role in supporting the efficient operation of the department. The Coordinator 1 – Operations and Support position involves coordinating administrative tasks, facilitating communication, maintaining records, and providing assistance to team members and stakeholders. The Coordinator 1 – Operations and Support contributes to the overall effectiveness and success of the department by ensuring smooth coordination and execution of activities.

MAJOR DUTIES & RESPONSIBILITIES

1. Provide administrative support to Leadership & Professional Development members, including scheduling meetings, managing calendars, and making travel arrangements. 
2. Coordinate and facilitate communication among team members, departments, clients, and external stakeholders.
3. Maintain accurate and up-to-date records, documents, and databases, ensuring confidentiality and data security.
4. Assist in the planning, organization, and execution of departmental events, workshops, and meetings.
5. Coordinate logistics for meetings, including preparing agendas, taking minutes, and distributing materials.
6. Assist in the development and distribution of departmental communications, reports, and presentations.
7. Collaborate with team members to gather and compile data for reports, projects, and initiatives.
8. Support the implementation of departmental programs and initiatives, including data collection, tracking progress, and ensuring compliance.
9. Assist in the coordination of departmental projects, including monitoring timelines, assigning tasks, and following up on deliverables.
10. Respond to inquiries and provide assistance to internal and external stakeholders regarding departmental policies, procedures, and services.
11. Coordinate the distribution and collection of surveys, assessments, and evaluations.
12. Perform general office duties, such as ordering supplies, managing inventory, and maintaining office equipment.
13. Manage the reservation system of all Leadership & Professional Development learning spaces.
14. Collaborate across Leadership & Professional Development teams to ensure the appropriate settings for sessions and events.

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

Additional Requirements:
1. Proficient computer skills, including Microsoft Office Suite and other relevant software applications.
2. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
3. Strong attention to detail, accuracy, and data management abilities.
4. Effective communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.
5. Ability to maintain confidentiality and handle sensitive information with discretion.
6. Strong interpersonal skills, with the ability to work collaboratively as part of a team.
7. Familiarity with record-keeping and database management practices.

EDUCATION

Bachelor’s Degree from an accredited university in Business, Public Administration, Management or related field preferred.

*Applicants who do not meet these education qualifications may be considered if they have a unique combination of education and work experiences that indicate potential for success in this role.

WORK EXPERIENCE

Previous experience in an administrative support role or coordination position is preferred.

*Applicants who do not meet these work experience qualifications may be considered if they have a unique combination of education and work experiences that indicate potential for success in this role.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Proficient computer skills, including Microsoft Office Suite and other relevant software applications.

LEADERSHIP RESPONSIBILITIES

Work Leadership. Regularly provides project management or team leadership to a group of two or more employees but does not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing direction on the more complex projects and new job duties and priorities.

BUDGET AUTHORITY

Compiles and organizes data and figures.

PROBLEM SOLVING

Decisions are made on both routine and non-routine matters with some latitude but are still subject to approval. Job is occasionally expected to recommend new solutions to problems and improve existing methods or generate new ideas.

IMPACT OF DECISIONS

Decisions have considerable impact to multiple divisions or the organization causing risks or improvements to relationships, significant efficiencies, or delays in operations, and/or significant financial gains or expenses.

Errors are serious and difficult to discover, normally involve decisions not subject to detailed review and will result in excessive costs and/or significant project delays.

COMMUNICATION/INTERACTIONS

Collaborate and solve problems – works with others to resolve problems, clarify or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.

CUSTOMER RELATIONSHIPS

Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor and becomes involved in the customer's decision-making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems.

Monitors customer service standards.

WORKING/ENVIRONMENTAL CONDITIONS

Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.

Ability to carry and/or lift less than 15 pounds.