Posted on February 8, 2012

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Administrative Coordinator

Purpose of Position: Performs high level administrative and communication duties, both oral and written, for the managers of the assigned Department.

Primary Responsibilities:

• Perform administrative and coordinating duties for the assigned Department.
  • Provide highly professional administrative support in a fast-paced environment. Responsible for establishing and maintaining communication with the Association staff, members, Association constituents and others as appropriate including organizing frequent teleconferences and in-person meetings.
  • Provide support at the direction of the department supervisor, as well as taking initiative to expand supporting activities.
• Supervise assigned staff.
  • Supervision includes: workload coordination, team building and motivation, annual evaluations, disciplinary actions and assistance in hiring appropriate new staff.
• Produce memos, correspondence and materials.
  • Compose letters, memoranda and other correspondence from verbal direction.
  • Proofread, edit, and finalize correspondence and communication materials written by others.
  • Copy, fax, distribute and file documents.
  • Develop and coordinate the production of various publications, such as brochures, weekly update, newsletters and other material for the membership.
  • Monitor and input informational updates on the CPCA website.
• Maintains calendars and schedules.
  • Manage and maintain calendars including scheduling appointments, meetings, and events and updating organizational calendar.
  • Handle logistical details for recurring and occasional teleconferences.
• Coordinates meetings and events.
  • Provide logistical support to meetings of taskforces and committees including: Board committee meetings, task forces, and other small group meetings.
  • Assist with information collection and dissemination, tracking information, and monitoring central calendar and other stakeholder calendar of events.
  • Assist in outreach and participant relationships for committee members.
  • Coordinate on-site and off-site meetings, conference calls, and web-based meetings and events.
  • Prepare agendas, event summaries, meeting minutes, and quarterly reports as needed.
• Develop and maintain filing systems.
  • Maintain files and documentation materials to ensure accurate record keeping.
  • Assist in development and maintenance of information management tools and systems to track information and increase efficiency within the Department.
• Assist with organizational administrative tasks including:
  • Respond to common inquiries from the membership.
  • Copying, mailing, faxing and phone support.
  • Coordinate with other agency programs and departments.
  • Maintain assigned sections of CPCA’s website using web administrative software.

Skills and Talents Required:

1. Excellent interpersonal skills.
2. Proven oral and written communication skills.
3. Editing experience.
4. Demonstrate customer service principles.
5. Organize and evaluate projects.
6. Efficient time and project management.
7. Strong PC skills, including word processing, spreadsheets and graphics packages. Must have experience in Microsoft software products, including Word, Excel, Access, Outlook and PowerPoint.
8. Operate standard office equipment.

Ability to:

1. Treat certain matters with a degree of confidentiality.
2. Anticipate and resolve problems on own initiative.
3. Manage multiple tasks.
4. Pay close attention to detail.
5. Organize and evaluate projects.
6. Maintain helpful attitude and work co-operatively within a team environment.

Education and Experience:

AA or equivalent experience required, BA preferred. Five years of executive level or departmental administrative support experience working in a fast paced environment.

Application Instructions

To Apply:

Submit cover letter, resume, professional references and salary requirements in MS Word format to jobs@cpca.org or FAX 916-440-8172.