Office Coordinator

November 08, 2021


Office Coordinator Job Description

I.POSITION SUMMARY

Provides administrative support to all areas of ECF. Duties include managing phone system and front office customer service, internal systems and IT support and facilities administration. Is an integral part of the team, maintaining a broad knowledge of ECF operations and policies, providing administrative support and facilitating office communication.

II. DUTIES AND RESPONSIBILITIES:

The essential functions of the job include but are not limited to the following:

Office Management:

  • Serve as first point of contact in phone and front office interactions
  • Coordinate office management related activities:
    • Oversee and schedule building maintenance activities
    • Oversee overall facility appearance, planning and polices
    • Oversee the ordering and purchasing of supplies
    • Track supply usage where relevant (i.e., copy numbers to Hagen business Machines)
    • Mail distribution; communicate with carriers (2) regarding office closures
  • Coordinate reception responsibilities and coverage
  • Track RSVP’s
  • Planning and coordinating arrangements for ECF professional meetings and conferences, held at either ECF or NPP that include:
    • Maintain the ECF events calendar for internal meetings
    • Schedule meeting rooms and coordinate invitations and reservations of external community meetings.
    • Coordinate with Board and Executive Coordinator, as well as NPP, arrangements for Board and Committee meetings
    • Coordinate with Board and Executive Coordinator, as well as NPP, arrangements for monthly staff meetings
    • Coordinate with Finance arrangements for the Investment and Finance Committee meetings
    • Responsible for pre-meeting set-up and post-meeting clean-up activities

Communications, Systems and Technology:

  • Act as primary contact for all IT-related issues; problem resolution and/or troubleshooting with provider
  • Coordinate staff education and updates (i.e., Microsoft Teams, Outlook, Office 365)
  • Assist Leadership Team with calendar management as requested
  • Coordinate all technology aspects for new hires and departures

Scholarship processing assistance:

  • Receive and process applications for various scholarships, including scheduling interviews with students as appropriate, scheduling and participating in appropriate selection committee meetings, and preparing required spreadsheets and scholarship application books
  • Send award and decline letters as appropriate
  • Prepare letters for colleges to accompany checks
  • Respond to questions regarding scholarships from applicants, counselors, donors, recipients, declines and schools
  • Update comprehensive spreadsheet in Excel
  • File scholarship information
  • Assist with the Scholarship Reception including invitations, program, facility, food, set-up, break-down, etc.

General:

  • Perform other tasks as assigned for the successful operation of the Foundation

III. PRIMARY REPORTS PREPARED

IV. SKILLS AND CAPABILITIES

  • Knowledge of office processes, practices, and computer software applications
  • Ability to learn and apply new technology and software systems
  • Ability to create charts, presentations, databases, graphs, and spreadsheets
  • Excellent organizational skills
  • Experience providing support and taking directives from multiple supervisors and coordinating projects
  • Demonstrate integrity, professional maturity and a strong work ethic

Education and Qualifications

  • Associate’s degree from an accredited institution
  • Previous experience in Administrative support activities

VI. SPECIAL REQUIREMENTS:

  • Must work in a timely and proficient manner
  • Must be proficient in Microsoft Office software programs (Word, Excel, PowerPoint, etc.) and possess the ability to learn new and/or specific computer programs, such as FIMS, Website / Newsletter software.
  • While performing the duties of the job, the employee is regularly required to sit, maneuver around building, stand, kneel, stoop, crouch, reach with hands and arms, talk and hear. Employee will need the ability to operate general office equipment and regularly lift and move up to 10 pounds and frequently lift and move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VII. EQUIPMENT UTILIZED

  • General office equipment - fax, copier, phone, projector, calculator
  • Personal computer and printer

VIII. POSITION DIMENSIONS

Number of employees directly supervised: 0

Number of employees indirectly supervised: 0

Note: The Erie Community Foundation reserves the right to modify this job description at any time.

Salary Range: $31,000 - $38,000

Application deadline: 11/30/21

Application details: Please email your resume and cover letter to resume@eriecommunityfoundation.org.