Job details

Administrative Coordinator

Planned Parenthood of Northern, Central and Southern New Jersey, Inc. (PPNCSNJ) provides comprehensive reproductive and sexual health care, abortion services, education and information to women, men and teens at 17 health centers throughout 18 counties in New Jersey.

$60,000 - $65,000 a year

JOB REQUIREMENTS:

Minimum Education: High School diploma required; a college degree preferred, or equivalent work experience in a similar role.

Minimum Work Experience: 2 years in an administrative support and customer service related role. Scheduling experience preferred.

Other Requirements: Valid driver’s license. Reliable transportation to travel within the service area.

JOB SUMMARY

Under the supervision of the Chief Administrative Officer, the Administrative Coordinator directly supports the Chief Administrative Officer by performing varied administrative and clerical tasks in support of the organization’s goals and strategies. The Administrative Coordinator may also assist in other departments as needed by the affiliate.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

The Administrative Coordinator performs a wide range of duties, including, but not limited to the following:

1. Manages Outlook calendar for the Chief Administrative Officer on a daily basis, utilizing critical thinking and excellent communication skills to ensure appointments/schedules are managed and communicated effectively and efficiently. Ensures CAO is kept informed of calendar events and is prepared for scheduled meetings as needed.

2. Manages calendar scheduling and organizing meetings, taking minutes.

3. Supports C-Suite, CEOs and other department leaders with administrative tasks such as, appointment/meeting scheduling, calendar events, drafting communication, etc.

4. Handles daily communications for the department which includes phone calls, e-mails and faxes.

5. Manages administrative functions such as scheduling support, drafting communications and following up on outstanding tasks, etc.

6. Performs administrative/clerical tasks to meet the needs of the CAO and staff in other departments as needed.

7. Manages special projects as assigned by CAO, candidate should be able to prioritize projects based on affiliate needs.

8. Maintains positive relationships with all staff and provide ongoing support to the CAO.

9. Provides a high level of customer service and professionalism in all interactions.

10. Serves as a liaison to external vendors.

11. Collaborates with all departments and ensures follow-up and assistance as needed.

12. Prepares necessary notes, reports and data analysis in support of departmental operations.

13. Manages and maintains the office including ordering of office supplies, vendor equipment, etc.

14. Assists with planning, organizing and supporting meetings, activities and events for both internal and external staff/clients. This may include location logistics, food service, maintaining meeting minutes, technology, and audio/visual needs.

15. Maintains on-line files in a neat, current and well-organized manner.

16. Ongoing enhancement of administrative procedures to improve department efficiency.

17. Performs other necessary tasks and special projects as requested.

18. Demonstrates commitment to established Workplace Values: Trustworthy; Effective Communication; Respectful; Supportive; Collaborative; Excellence. Practices behaviors that effectively demonstrate the Affiliate’s Workplace Values and supports goal to co-create a great workplace (see Workplace Values document received upon hire).

19. Travels throughout the Affiliate’s service area as required.

20. Performs other duties as assigned in support of mission and as required to ensure delivery of consistent high quality services.

This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically. This job description is not a contract.

NON-DISCRIMINATION STATEMENT/ACKNOWLEDGEMENT:

Planned Parenthood of Central and Greater Northern New Jersey, Inc. (PPCGNNJ)does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, citizenship, disability, atypical hereditary cellular blood trait, genetic predisposition or carrier status or any other characteristic protected by applicable law. PPCGNNJ will make reasonable accommodations in compliance with Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and any subsequent revisions or additions to related law/regulations.

Employees are expected to perform duties as assigned and directed by management.