Programs Administrative Coordinator

POSITION TITLE: Programs Administrative Coordinator

RESPONSIBLE TO: Deputy Director

LOCATION: YCAP Administrative Office - McMinnville

COMPENSATION: $25.56-$28.50 DOE

WORK ENVIRONMENT: This position requires the employee to work onsite. Remote work is not supported.

RESPONSIBLE FOR:

The Program Administrative Coordinator is a full-time, non-exempt position that provides a variety of advanced administrative duties at a high level of proficiency. This deadline driven position requires an elevated degree of program and agency process knowledge, accuracy and detail, ability to transition duties smoothly, maintain priorities, diplomacy, and tact under rapidly changing conditions. This position supports agency programs, and the Deputy Director. Schedule: M-F 8am-5pm

ESSENTIAL DUTIES:

1. Create a positive team atmosphere providing quality service to clients, staff and volunteers through active listening, positive problem solving, and timely responses.

2. Monitors emails, phone calls, and other communication to the Deputy Director and assigns priority level to replies. Sets and manages Deputy Director calendars.

3. Handles and prepares sensitive confidential information involving personnel, and program related content.

4. Creates administrative documents involving: meeting agenda’s, reports, forms, questionnaires, and any other additional documents needed.

5. Coordinates meetings by reserving meeting space and minute taking, meeting set-up, contacting speakers or participants, and maintains guest lists.

6. Takes initiative, provides support, and actively seeks out ways to support the Deputy Director.

7. Serves as lead administrative contact for programs. Directs staff to appropriate resources and convenes staff for program project or needs.

8. Notifies Deputy Director of any program developments and concerns to initiate timely action or response.

9. Provides program knowledge and key updates as needed to the Deputy Director and Programs Director.

10. Coordinates with both internal and external parties to negotiate and relay program contracts, and prepares summaries to the Deputy Director for further action.

11. Available and responsive in emergency situations including but not limited to: agency closures, meeting or schedule changes, time sensitive communication, or after-hours office meetings.

• Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

Bachelor’s degree in business or at least 4 years equivalent experience in fast paced office management

Advanced knowledge of computers, software programs (Microsoft Office) and office equipment

Must be detail oriented, deadline driven and accurate in work

Advanced skills in verbal and written communications, problem solving, and team work

Skills in internet research and technical assistance

Ability to work independently on multiple projects in a timely fashion

Ability to maintain a high level of confidentiality

Ability to work with diverse people, organizations and situations

Ability to work a flexible and/or extended shift when needed

PHYSICAL DEMANDS

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee may be required to sit, stand, kneel, walk and/or bend for extended periods of time. May lift and/or move up to 20 pounds.

Pay: $25.56 - $28.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $26 - $29