Senior Administrative Coordinator

You will serve as general office manager, handling financial/accounts management and other diverse support.
Job Description

The Senior Administrative Coordinator manages the general office responsibilities and serves as the executive assistant, handling financial/accounts management and other diverse support for the Government Relations and Policy office and staff. This position also provides administrative support to the SVP and Chief Government Relations Officer.

 

Qualifications

•Bachelor’s Degree or equivalent experience is required 

•Minimum 5 years of senior administrative assistant experience is required

•Financial accumen with demonstrated experience in budgeting; Blackbaud Financial Edge or other budgeting software is strongly preferred

•Must have advanced experience in Microsoft Outlook, Powerpoint, Excel and Word. Must possess superb written, verbal communication skills, and can draft, proof, and edit materials

•Must have effective problem-solving and analytical skills

•Ability to interact with diverse groups of individuals at all levels of an organization, both inside and outside the YMCA

•Must be a self-starter with the ability to work under limited supervision, skilled in project prioritization and in handling confidential materials

•Strong organizational skills with attention to detail

•Ability to work in a fast-paced environment

•Requires a commitment to the YMCA values of Caring, Honesty, Respect and Responsibility

 

Essential Functions

Office Management

·       Act as the point of contact for calls to the Government Relations and Policy Office, greet visitors and handle all requests for information

·       Oversee all office accounts and coordination and processing of office vendor contracts, and coordinate effectively with Legal, Finance, IT, Office Services, Financial Development, and other departments as necessary

·       Process contracts for vendors; maintain up to date files for vendors of contracts, payments, and any other essential information, including contracts with federal grants

·       Acts as liasion to building management, vendors, and YMCA of the USA staff for administrative, IT and risk management, preparedness, and emergency response support

·       Manage and maintain incoming correspondence received by the Government Relations office 

 

Meeting Support

·       Plan, orchestrate and host online (e.g., Zoom, Teams) and in-person meetings for the GR team with other Departments, YMCA groups, congressional staff, and/or partners

·       Assist with miscellaneous aspects of event planning. Attend meetings as needed to assist with on-site registration and coordination.  

·       Work with Strategic Sourcing department and others to support meetings of the Government Relations and Policy Office; facilitate staff meetings and prepare and compile meeting materials as needed

 

Department and Technology Support

·       Write, proof, and edit documents; prepare correspondence, and reports

·       Maintain filing system and serve as Records Manager Liaison for all activities required to maintain compliance with legal requirements as well as align with the YMCA of the USA records management policies

·       Assist Senior Vice President with the departmental budget (reports and forecasting)

·       Make travel arrangements and file travel expenses for SVP/Chief Government Relations Officer and other staff when necessary

·       Coordinate and manage GR calendars and scheduling for performance reviews, required and requested trainings and other Y-USA required activities for all staff

·       Create and maintain tracking/archive system for department communications, and support software utlized by department such as Quorum and Salesforce; maintain roster of department staff and regional contacts

·       Perform other duties as assigned