Administrative Coordinator

Location
Bowie, Maryland
Salary
45K-50K
Posted
Aug 07, 2019
Closes
Aug 21, 2019
Function
Administrative
Industry
Nonprofit
Hours
Full Time

Ardmore is an established non-profit in Prince George’s county supporting adults with intellectual and developmental disabilities since 1963! Our mission of empowerment is acted out daily in the lives of the 200+ people who participate in our customized employment, community learning, and community living programs. We believe every person has the right to determine the direction of their life – a concept that has historically been denied to many people with intellectual and developmental disabilities. Our team members work together to promote voice, choice, and empowerment for the people we support.

Reports To: CEO

Function: Provide high-level administrative support by coordination all the functions of the Board of Directors, managing all IT functions, including software, conducting research and preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.


Duties and Responsibilities:
Administration
CEO and the Board

• Provide executive support to the Chief Executive Officer
• Provide executive and administrative support to Board of Directors
• Responsible for ensuring Board of Directors are accommodated and informed of all Ardmore social events
• Oversees development of Board agenda and Board meeting packets for the purpose of ensuring the accuracy and completeness of materials presented to the Board
• Provide support to Board of Directors and Committee members
o Prepare meeting agenda and distribute to attendees
o Prepare meeting materials; assisting Directors or Committee members with any presentation materials
o Order food for meetings
o Responsible for taking meeting minutes
o Follow up with action items relating to board requests
• File and retrieve corporate and Board documents, records and reports
• Ensure compliance and accuracy of corporate and Board documents by reviewing and revising as needed
• Stay abreast of annual Board Actions Calendar deliverables and updates and plan based upcoming actions


IT Management
• Acts as the primary liaison between IT vendors (computers, software, and phones) and Ardmore staff
• Seeks to lessen the use of IT vendors’ cost by providing initial problem-solving protocols with staff
• Become the in-house expert on software implementation and on-going use of program applications to maximize its utilization
• Train staff at all levels to use the software programs, including updating trained staff and problem solving with staff
• Attend trainings and conferences regarding software use
• Perform cost-benefit analysis on new IT products
• Responsible for updating operating status messages on phone system as well as adding and removing new/terminated staff
• Manage mobile device inventory and distribution

General Coordination
• Assist management and executives with preparation of presentation materials for Executive meetings, various Ardmore committee meetings, and Board meetings
• Completes and manages interdepartmental reports
• May assist with the arranging company dinners, events and other corporate functions
• Manage meeting requests for CEO as needed
• Complete projects, events and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and adjusting to unexpected circumstances
• Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
• Attend Committee and other meetings and take minutes, as directed by the CEO
• Process invoices and request for payment for CEO’s signature
• Assist with database management and reports
• Provide follow up to assignments given to management staff by the CEO; provide status reports to the CEO
• Independently respond to letters and general correspondence of a routine nature
• Maintains minutes for meetings as assigned
• Assists with special events
• Assist with travel arrangements for the CEO and other Directors as needed
• Serve as back up for the Receptionist


Qualifications
• Must have experience supporting executive staff
• Bachelor’s degree preferred
• Effective oral and written communication skills
• High degree of discretion dealing with confidential information
• Good organizational skills and experience handling multiple priorities
• Proven customer service and people skills
• Must be efficient and dependable
• Must have a professional demeanor and excellent work ethics
• Experience performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment
• Experience performing basic research and preparing reports and recommendations
• Ability to oversee projects or programs


Required Conditions of Employment
• Must meet eligibility for employment in the United States. (Provide appropriate I-9 documentation on first day of employment).
• Must have a clean criminal history.
• Must be able to pass a drug screening.

 

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