Administrative Coordinator

Job Description

Administrative Coordinator

Reports to Therapeutic Program Director

Compensation commensurate with experience

Job Type

Full-time. Salaried W-2

Job Summary

Chastain Horse Park’s mission is to empower individuals of all abilities through life-changing relationships with horses. Our non-profit organization is looking for a dynamic Administrative Coordinator to join our team. This individual will possess strong communication and organizational skills to support the program including volunteer services and non-profit administrative duties. The candidate will have a strong belief that people with disabilities can achieve outcomes, have value, and contribute to their community through the power of connection with a horse. This is an excellent opportunity to work with a dedicated team committed to providing much needed services to individuals with special needs in the community. As the Administrative Coordinator, you will play a vital role in supporting the day-to-day operations of our organization. You will be responsible for performing a variety of administrative tasks, managing office procedures, and ensuring efficient communication both internally and externally

Nature of Work

CHP is seeking a professional who is charged with creating and executing schedules, communicating with staff, volunteers, clients and stakeholders who need assistance, and keeping organized records. The Administrative Coordinator will be responsible for maintaining effective workflows in the organization through efficient management across various departments, providing office support which includes coordinating scheduling and responding to emails, voicemails and text messages, assisting with other CHP operations, events and activities as requested, and maintaining a cooperative working relationship with staff, clients and volunteers. This is an excellent opportunity to work with a dedicated team committed to providing much needed services to individuals with special needs in the community.

Scope of Responsibility

As the Administrative Coordinator, you will play a vital role in supporting the day-to-day operations of our organization. You will be responsible for performing a variety of administrative tasks, managing office procedures, and ensuring efficient communication both internally and externally. Effectively manage time with latitude for independent judgment and actions on

routine matters. Responsible for maintaining, monitoring and managing scheduling or resources in collaboration with pertinent personnel. Assist with registrations (volunteer and participants) and statistics. Submit billing monthly.

Major Job Duties

● Coordinate scheduling of participants and volunteers.

● Process and maintain necessary documents for participants and volunteers.

● Assist Program Director and Volunteer Coordinator with participant statistics and

databases.

● Create and maintain systems and processes that support smooth effective operations.

● Address general program inquiries.

● Report on the monthly billing

● Complete any projects assigned in a timely fashion.

● Process incoming and outgoing communications.

● Abide CHP policies and procedures, PATH Intl. standards and maintain Premier

Accredited Center status for CHP

● Provide administrative support to the therapeutic program including but not limited to

managing calendars, scheduling meetings, and handling correspondence.

● Coordinate and assist with various projects and initiatives, ensuring timely completion

and adherence to deadlines.

● Maintain organized filing systems and databases, both physical and electronic, to ensure

easy access to information and documents.

● Assist in the preparation of reports, presentations, and other materials as needed.

● Serve as the primary point of contact for internal and external inquiries, directing them to

the appropriate person or department as necessary.

● Order office supplies and maintain inventory levels to ensure smooth operations.

● Assist in organizing and coordinating company events, meetings, and conferences.

● Perform other duties and responsibilities as assigned by management.

● Responsibilities and/or tasks may be assigned as needed

Knowledge, Skills and Abilities

● Able to work cooperatively and communicate effectively with others both verbally and in writing.

● Able to establish and accomplish work priorities with minimal supervision and to meet established deadlines as well as collaborate effectively in a team environment.

● Be creative and innovative in improving the administration of the program.

● Good problem-solving skills

● Proven experience in an administrative role, preferably in a similar industry or

environment.

● Excellent organizational and time management skills with the ability to prioritize tasks

effectively.

● Strong attention to detail and accuracy in all aspects of work.

● Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite, Salesforce,

Constant Contact, Wix, and other relevant software applications.

● Flexibility and adaptability to handle changing priorities and multiple tasks

simultaneously.

● Commitment to maintaining confidentiality and handling sensitive information with discretion.

● Work will be conducted from the center and barn environment, and should be comfortable around horses.

Education

● Bachelor's degree in Business Administration, Office Management, or related field preferred.

● High school diploma and/or college coursework in business, or communication. Experience may be substituted for education.

Benefits

● Two weeks PTO

● Potential for partial remote work

● Flexible hours

How to Apply:

Please submit your resume and cover letter to therapeutic.lessons@chastainhorsepark.org. In your cover letter, please highlight your relevant experience and explain why you are interested in joining our team as an Administrative Coordinator.

Equal Opportunity Employer:

Chastain Horse Park is an equal opportunity employer and is committed to diversity and inclusion in the workplace. We encourage all qualified individuals to apply, regardless of race, ethnicity, gender, sexual orientation, age, religion, disability, or any other characteristic protected by applicable law.