Non-Clinical - Admin Assistant

Administrative Coordinator II

Job Title: Administrative Coordinator II

Profession: Administrative Coordinator

Specialty: Development Office

Duration: 23 months

Shift: Monday-Friday

Hours per Shift: 7.5

Experience: Minimum of 5 years of related business experience with competency in applying general personnel practices and coordination of one or more major administrative functions.

Must-Have:

• Excellent written and oral communication skills
• Intermediate MS Word, Excel, Outlook, and Raiser's Edge (preferred but not required)
• Excellent customer relations
• Exceptional attention to detail and accuracy
• Demonstrated analytical and problem-solving skills
• Excellent organizational skills
• Supervisory and managerial skills including budgeting

Description:

Work with executive staff to ensure that project needs are conveyed and that progress is being made in a timely manner. This position requires close coordination with senior staff and physicians. Partner with management in planning, scheduling, coordination, and reporting of activities to ensure timely accomplishment of projects, goals, and objectives. Establish schedules, task assignments, and allocation of resources to ensure alignment with departmental goals and objectives. Coordinate the implementation of proposals and reports to senior leadership. Ensure alignment among senior staff and development associates for coordination of activities. Coordinate projects or commitments for major fundraising efforts. Assist in communication around capital campaigns. Develop and maintain an inventory of critical projects for which awareness and involvement is essential. Maintain a dashboard that summarizes critical priorities. Prepare reports and presentations for meetings, including setting agendas, creating deliverables, and coordinating follow-ups. Ensure participants are aware of meeting objectives and monitor progress towards these objectives. Coordinate quarterly meetings with members of the board of trustees. Serve as the primary liaison with offices of major gift donors. Maintain liaison with all levels of administration, faculty, and outside organizations to coordinate activities and resolve issues. Interact with leadership to ensure coordination of fundraising objectives. Collaborate with other development staff to support fundraising activities. Serve as the department's liaison regarding policies, procedures, personnel administration, and budget preparation. Provide support with budget formulation, presentation, and execution in collaboration with senior staff. Supervise and provide direction to Development Associates. Facilitate decision-making to support activities. Check materials submitted for supervisor's attention to ensure all relevant data and information are included. Make travel arrangements and accommodations as needed. Prepare travel reimbursements and expense reports. Screen and prioritize incoming mail for action and follow-up. Respond to mail where appropriate or distribute to relevant individuals. Screen telephone calls, answer inquiries, or direct callers for further information and resolution. Perform other related duties as necessary.