Administrative Coordinator

Team Project/Event Management:

• Coordinate assigned project activities by tracking deadlines, organizing materials, scheduling meetings, following-up on action items, and ensuring accurate documentation to support project goals.
• Coordinate logistics for team meetings, gatherings and other convenings; assemble materials (e.g. invitations, agendas, PowerPoint presentations, etc.), attendee communication, take meeting minutes and notes for distribution, and provide on-site support during events.
• Supports special projects and strategic initiatives as assigned, tracking deadlines and deliverables for the team.

Operations & Processing:

• Review for accuracy, prepare and/or process department invoices, requisitions, expense reports, contracts, in a timely fashion in accordance to the TCE finance policies and procedures.
• Maintains supplies and inventory to ensure maximum productivity, including supplies necessary to conduct meetings and retreats (e.g. flip charts, post-its, sharpies, etc).
• Support budget management by tracking expenses and maintaining accurate financial records, support forecasting, and ensure accurate reporting to inform strategic decision-making and resources allocation.
• Manages team calendars, scheduling of events, understanding team's priorities
• Coordinates and books travel as needed, understanding scheduling requirements to book with maximum efficiency. Preparation of itineraries

Information Management:

• Create and maintains digital filing system (Box.com) for assigned team.
• Conducts research, compiles data, and prepares reports as requested.
• Accurately enters and updates data and maintains the integrity of relevant databases.
• Assist with reviewing department administrative process to help keep work organized, efficient, and participate in evaluation of new technology tools.
• Handles confidential responsibilities such as reviewing incoming documents, conducting research, and preparing reports

Communications & Correspondence:

• Serve as primary point of contact and gatekeeper for internal and external stakeholders including screening and directing phone calls/emails.
• Prepares draft and final correspondence following defined parameters and guidance. Reviews correspondence received and determines appropriate action; routes materials to appropriate individual both in/outside dept.
• Edits materials written upon request
• May serve as liaison to all other TCE offices and provides admin support to various inter departmental groups and meetings as requested
• In the absence of leadership, promptly refers to the appropriate party or department and follows up to ensure problem resolution.

Desired Knowledge, Skills & Abilities

• Strong relationship-building skills with a talent for cultivating trust, connection and a cohesive team dynamic.
• Excellent verbal and written communication skills, including proofreading and editing, and the ability to communicate in a concise and collegial way
• Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy, excellent judgment, integrity and character, maintains a polished, customer service demeanor
• Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment
• Fluency using and troubleshooting online and technology tools, such as video conference softwares (Zoom), digital file management (Box.com) Concur travel application, online scheduling (Doodle), Microsoft Office software (e.g., Excel) and video conferencing tools
• Flexibility to handle changing priorities and immediate deadlines
• Handles confidential information appropriately; understands and respects sensitive nature of information; and undertakes this responsibility with great care
• Ability to manage multiple tasks under pressure and to prioritize and manage workflow.
• Excellent organizational skills and record keeping. Familiarity with project management tools a plus.

Minimum Experience

• 5 years administrative , office management, or team support experience, preferably in a fast-paced, cross-functional, or nonprofit environment.
• Combination of relevant professional experience and training typically gained through an undergraduate degree or equivalent practical experience.

Salary Range

Target Range: $32.10/hr - $40.13/hr (non-exempt)

Full Range: $32.10/hr - $40.13/hr - $48.15/hr (non-exempt)

TCE Benefits and Perks

• Shared medical and dental premiums for employees and eligible dependents
• 100% employer-paid benefits: vision, life and AD&D, STD, LTD and employee assistance program
• Health Care and Dependent Care Flexible Spending Accounts
• Reimbursement towards gym fees and/or wellness program and mental health care
• 9-80 schedule with synchronized off days
• Hybrid work schedule available for most positions
• 11 paid holidays paid winter holiday closure
• Generous paid time off (PTO)
• 401k plan with generous employer match and contributions
• Matching gifts program
• Paid parking or public transportation subsidy
• Professional development and training opportunities
• Tuition Reimbursement Program
• Monthly BYOD stipend

The California Endowment’s goal is to hire qualified staff reflecting the rich diversity of all Californians. We are proud to be an equal opportunity employer committed to advancing health and racial equity in California. We are committed to creating a work environment in which all individuals are valued and respected. We encourage applicants from diverse backgrounds. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status, veteran status, and prior criminal history, in accordance with local, state and/or federal laws.

If you need a reasonable accommodation to search for a job opening, apply for a position, or participate in the interview process, please connect with us at hrforms@calendow.org and describe the specific accommodation request for a disability-related limitation.