Office Coordinator

Organization: 
Foundation for Health Leadership and Innovation
Organization: 
Foundation for Health Leadership and Innovation
Desired Location: 
Wake
Organization Type: 
Nonprofit
Category: 
Administrative
Description:

The Foundation for Health Leadership & Innovation is a 501(c)3 nonprofit organization that develops programs and partnerships to improve health of the whole-person through a whole-community approach. Founded in 1982, the Foundation is a home for programs, connecting them to collectively address health issues, while providing the space, resources, and expertise that programs need to do their work. The Foundation also acts as a convener for health-focused partnerships by creating an open environment for developing collaborative relationships and advancing new ideas.

The Foundation envisions healthy communities where all people flourish and is committed to the following values:
• Everyone has a right to health care.
• Health encompasses the whole-person.
• Healthy individuals come from healthy communities.
• Care should be delivered in a manner that is collaborative, efficient, compassionate, respectful, and effective.
• Healthcare systems belong to and are shaped by the communities they serve.

In 2017, the Foundation welcomed a new President/CEO and has initiated an extensive strategic planning process. The Administrative Assistant & Office Coordinator will play a pivotal role in maintaining and forwarding the work of the Foundation.

About the Position:
The Administrative Assistant & Office Coordinator position will average 30-40 hours per week under the supervision of the Foundation’s President/CEO. The Administrative Assistant & Office Coordinator is expected to maintain day-to-day office operations and provide support to the Foundation’s executive, staff, and Board of Directors. This is a dynamic position which requires strong attention to detail and the ability to manage multiple deadlines in many different areas.

Job Duties and Responsibilities:

I. Executive Assistance to President/CEO & Board of Directors
a) Completes a broad variety of administrative tasks for the President/CEO including:
   i. managing an extremely active calendar of appointments;
   ii. keeping the President/CEO well-informed of upcoming commitments and responsibilities;
   iii. ensuring the President/CEO's schedule is followed and respected;
   iv. proactively addressing conflicts in scheduling;
   v. arranging complex and detailed travel plans and itineraries;
   vi. compiling documents for appointments and meetings;
   vii. preparing briefs, reports, and presentations;
   viii. drafting and editing correspondence for the President/CEO;
   ix. researching and following up on incoming issues to be addressed by the President/CEO.
b) Provides a bridge for smooth communication between the President/CEO, internal staff, and external partners.
c) Manages all scheduling and meeting logistics for board and committee meetings.
d) Assists senior staff in preparing agendas and materials for board and committee   meetings.
e) Drafts minutes to record board and committee meetings in a timely manner.
f) Assists board members with travel arrangements, lodging, and meal planning as needed.

II. Office Coordination
a) Greets office visitors and answers incoming calls.
b) Maintains office phone system.
c) Checks office mailbox and sort, address, and/or distribute mail as appropriate on a timely basis.
d) Ensures kitchen and office common areas are kept tidy.
e) Stocks office supplies and refreshments.
f) Ensures copier supplies and maintenance are in order.
g) Acts as point of contact between the Foundation and external vendors.
h) Contacts building manager regarding maintenance issues and other requests.
i) Suggests more efficient ways to run the office and troubleshoot issues.
j) Researches advantageous deals for supplies and/or vendors.

III. Support for Information Technology
a) Maintains and develops SharePoint document structure for Foundation’s official file storage.
b) Acts as point of contact for staff regarding SharePoint and IT issues, and liaises with IT vendor for expert support.
c) Creates Office365 accounts and prepares computers for new staff.
d) Provides orientation on basic operations of the computer, Office365, and SharePoint to new staff.

IV. Support for Administrative and Programmatic Activities
a) Manages the scheduling and logistics for staff meetings and events.
b) Supports communications activities by:
    i. Supporting staff in their use of internal communications tools (via SharePoint and Workplace by Facebook);
   ii. Managing the Foundation’s external social media accounts.
c) Supports fundraising activities by:
    i. Inputting data in donor contact base as directed;
    ii. Assisting with the logistics for the Foundation’s Annual Bernstein Dinner and other special events.
d) Supports the Finance Director with minor bookkeeping tasks as needed.
e) Assists program staff with administrative support as availability allows.
f) Completes special projects as assigned.

Training & Experience:

• Five (5) years’ experience OR a Bachelor’s Degree and three (3) years’ experience working in assistance to senior staff and providing general office support.
• Experience working in a nonprofit organization and/or the health sector a plus.
• Proficiency in Microsoft Office programs.
• Familiarity with Facebook and Twitter platforms.
• Experience working with Office 365 a plus.
• Experience working with QuickBooks a plus.

Qualifications:
•A mature, self-starter; able to:

  • work independently and proactively;
  •  set and achieve goals;
  • be held accountable for goals;
  •  function in a calm, reserved, and effective manner under stress.

• Resourceful and able to think critically; especially in regards to handling conflicting priorities proactively and expeditiously.
• Flexible; able to change tasks and priorities as necessary.
• Honest, trustworthy and ethical; unimpeachable integrity and able to handle   confidential information with discretion.
• Expert communication skills, both writing and verbal.
• Effective listening skills.
• Accessible; responsive to the needs of internal staff and external partners and vendors.
• Team-player; able to collaborate to achieve results.
• Available to travel locally and ability to maintain a valid driver’s license.

Additional Information:

The anticipated start date for this position is mid-to-late February 2018.

This position is an office-based position in Cary, NC.

 

 

Career Level: 
Mid-Career
Job Type: 
Full-time
Salary Range: 

The hiring range for this position is $17-$20/hour for an average of 30-40 hours per week. The position will receive generous company benefits to include fully paid health, dental, long-term disability & life insurance coverage for the employee, as well as company paid retirement contributions.

How to Apply: 

If you are interested in applying, please send a cover letter (no more than 1 page) and resume to jobs@foundationhli.org . Please use the subject line “Application for Administrative Assistant & Office Coordinator”. No phone calls please. Submissions are requested by January 19th, but this posting will remain open until filled.