Office and Project Coordinator

POSITION SUMMARY

The Office and Project Coordinator supports the daily functions of the Professional Learning department and Business Development department. Working closely with the Chief and Director of Certification, this position provides administrative support, ensuring the successful execution and successful implementation of all aspects of office administrative functions and project initiatives. This position is responsible for communicating clearly and accurately with a wide range of stakeholders inside and outside the organization and requires a commitment to detail, accuracy, organization, and follow-through.

PRIMARY DUTIES & RESPONSIBILITIES INCLUDE:

Support Daily Functions of Department

● Use knowledge of Microsoft Office, Office365, and Google Suite and be able to learn and use software products such as Salesforce, DocuSign, Survey Vista , Customer Community Plus (CT Portal)

● Create, edit, and distribute written and electronic documents and materials.

● Research, compile, organize, and document information.

● Set up and manage paper or electronic filing systems.

● Record information, update paperwork, and maintain documents or correspondence.

● Assist with department projects and initiatives.

● Maintain confidentiality of private or sensitive information.

● Demonstrate proficiency in writing skills, paying strong attention to details.

● Maintain and update physical or digital files; issue certificates or similar documents.

● Supporting meetings and department logistics, including errands, set-up, break-down, and managing materials and workflows.

Communication

● Drafting, editing, and sending correspondence.

● Fielding phone calls and taking messages.

● Responding clearly and efficiently to emails.

● Taking notes and sending follow-up requests/summaries as needed.

● Answering questions or explaining processes.

● Ensuring all stakeholders receive timely reminders and guidance for completing forms, processes, or credentials.

Project Support

● Supports all aspects of project implementation from beginning to completion.

● Maintains, updates, and provides ready access to all project databases.

● Supports all processes related to ensuring all project stakeholders receive, and when appropriate, return forms.

● Organizes and tracks project stakeholder information; prepares and shares reports on stakeholder information accurately and promptly.

● Maintains accurate records on project participants while safeguarding their confidentiality.

● Monitors and ensures proper and timely responses to project-related emails and correspondence.

● Communicates clearly with all project stakeholders.

● Attends research project meetings as requested.

● Assists with or completes other project tasks as assigned.

● Other duties as assigned by the supervisor.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

● High School Diploma, Associate's degree, or equivalent college courses preferred

● Proficiency with Microsoft Office Suite and Google Suite

● Proficiency in writing skills to support occasional writing projects

● Fast and accurate data entry skills

● Strong organizational and time management skills

● Able to prioritize tasks and keep up with multiple projects simultaneously.

● Able to work closely with the Chief to take the initiative and work independently.

● Able to provide a valid driver's license and reliable vehicle for running errands.

● Able to receive and apply feedback.

● Effective communication skills, both written and verbal

● High accountability for performance; goal-oriented, flexible, and creative under pressure

● Disposition is consistently professional, cooperative, and collegial, evidenced by workplace maturity, composure, perspective, transparency, reliability, integrity, and trustworthiness.

● Caring for and committed to CRS's vision, mission, and welfare.

● Respects and values diversity; represents CRS positively and professionally in interactions with clients, vendors, and the community at large in both real and virtual interactions.

● Able to work in an open suite, highly collaborative environment.

● Regular and reliable attendance

PHYSICAL REQUIREMENTS:

● Able to use a computer for up to 8 hours per day with breaks and lunch

● Able to talk on the phone for up to 8 hours per day

● Lift up to 25 lbs. on occasion

● Able to travel by airplane, train, and automobile, occasionally

Work Hours:

8:00 A.M. – 4:30 P.M. Monday – Friday in the Turners Falls, Massachusetts office

Rare but occasional weekend work may be required to support projects or events.

These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job. Other duties, as assigned by the jobholder's supervisor, may also be required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.