New! Administrative Coordinator, Urbanna, VA 0522202301

Bay Aging is seeking a full-time Administrative Coordinator for the main office. This position provides high-level administrative support for a fast-paced, growing organization in the areas of customer service, marketing/development, and Board of Directors activities. The ideal candidate will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The candidate should be a forward thinker, who actively seeks opportunities and proposes solutions. Position located in the Agency’s main administrative headquarters in Urbanna. Reports to Manager, Administration & Operations. 98% of employees are proud to work at Bay Aging. Share your talent with us and make a difference every day. Salary: $16.25/hr-$21.13/hr Depends on Qualifications

ESSENTIAL FUNCTIONS

• Completes a broad variety of administrative tasks including completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, agendas; and compiling documents for travel-related meetings.

• Assists with strategic initiatives and agency events/activities. (Holiday gift program, fundraising campaigns, etc.)

• Assists with development of grant/funding narratives and reports; writes thank you letters to donors and enters appropriate information into Salesforce.

• Assists with creation and submission of press releases, advertisements, and Facebook posts.

• Maintain and schedule use and distribution of promotional materials, agency brochures, health fair box, and branded materials.

• Assists in yearly agency-wide inventory of major office equipment in main admin office.

• Enters client data into appropriate portals (i.e. PeerPlace)

• Maintains discretion and confidentiality in relationships with all board members.

• Records and prepares all Committee and Board of Directors meeting minutes in accordance with parliamentary procedures.

• Organizes content for creation of the final committee and Board packets.

• Appropriately empty and fill meeting binders with meeting documents, brochures, contact lists, and other needed materials; mails packets to virtual participants.

• Sets up meeting space with appropriate materials; coordinate ordering and delivery of snacks and lunches.

• Assists with collection and creation of content for Board Notes Newsletter

• Pick up the mail and distribute it to respective department/program staff; to include date stamping content and envelopes.

• Manage call center phone system to connect to the appropriate department.

• Appropriately answer/screen telephone calls and connect to appropriate staff with introduction of who is calling and why they are calling.

• Receive and screen visitors to provide information and direct to the appropriate staff.

• Handle requests for information and data and resolve administrative problems and inquiries.

• Develop and maintain current knowledge of Agency operations and people in order to provide information to the public.

KNOWLEDGE, SKILLS AND ABILITIES

• Microsoft Office programs (e.g. Word, Excel, Outlook, PowerPoint, Publisher) and standard office equipment

• Familiarity with Social Media Platforms: Facebook

• Strong customer service and interpersonal skills to establish and maintain trusting professional relationships with public, community partners, third-party providers and funders.

• Excellent verbal communication skills face-to-face and on the phone.

• Expert written communication skills (letters, memos, reports, emails).

• Decision making: Work independently when necessary. Handle a variety of tasks autonomously with regular reporting to supervisor and co-workers.

• Strong organizational skills with the ability to prioritize and multitask.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.

• Experience in marketing, fundraising, or development preferred.

WORKING ENVIROMENT

Office-based position with minimal physical requirements (ability to lift 20 pounds, walking and climbing stairs). Occasional travel is required throughout the Bay Aging service area and the State of Virginia. Occasional overnight travel to attend trainings and conferences.

20% of the essential functions of the position can be performed remotely.

MINIMUM QUALIFICATIONS

High School degree or equivalent required, bachelor’s degree preferred. At least 3-5 years of experience with customer service and administration in an office-based setting. Non-profit administration experience preferred. Must possess a valid driver’s license.

FLSA status: This is a full-time non-exempt position.

Benefits: Health, Dental and Vision Insurance, 401k Retirement Plan, Paid Leave-Annual, Sick, & Holiday, Employee Assistance Program, after 6 months life insurance and long term disability insurance, and more.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.