Under the supervision of the Executive Director, the Office Coordinator is responsible for the day-to-day operations of the office, including accounting, and providing support to other team members.
This position will be based in Charleston, West Virginia.
Essential Job Functions
Essential duties and responsibilities:
Finance Responsibilities Process in-coming checks/cash
- Participate in the development and implementation of the chapter's comprehensive fund and marketing plan, (includes adherence to comprehensive budgets, timelines, team recruitment and retention strategies, volunteer committee development, marketing/PR, and logistics.
- Work directly with all staff to ensure effective communications and promotion of programs and services.
- Provide reception duties including greeting and assisting visitors and volunteers.
- Process incoming mail.
- Track, order, and maintain general office supplies Chapter-wide.
- Order name tags and business cards, letterhead, etc.
- Coordinate purchase and maintenance of equipment at Chapter and Regional offices.
- Perform Chapter property/inventory management.
- Manage volunteer recruitment program, including implementation of schedule and duties for office volunteers.
- Train all new office volunteers and staff on office procedures and equipment operations.
- Maintain appearance and orderliness of office
- Coordinate interoffice events.
- Filing and clerical support.
- Liaison with Building Management for maintenance issues.
- Manage Accounts Payable and Accounts Receivable.
- Respond to routine inquiries (i.e., mailing of information packets).
- Complete training for, and utilize all necessary programs, software, and systems, (Personify, Convio, Sage500, Results Plus, etc.)
- Maintain stock of materials, hand-outs, etc.
- Meeting materials and logistic preparation.
- Perform data entry (to include Personify) and tracking for Chapter events/programs.
- Provide basic assistance to caregiver inquiries.
- Compile education packets/maintain health fair materials
- Compile professional training materials.
- Associate's degree, Bachelor's preferred
- 3-5 years progressive experience supporting an executive, preferably in a non-profit setting.
- Office administrative experience.
- Proficient in Microsoft Windows & Microsoft applications, Word, Excel, Publisher and PowerPoint.
- Self-starter; person of initiative.
- Willingness to learn other software such as Results Plus.
- High volume of public contact both individual and group.
- Ability to perform multi-tasking with minimal supervision, high degree of organization and attention to detail.
- Ability to communicate well on the phone and in person with other staff, family members and the professional community.
- Ability to work under pressure.
- Ability to travel throughout Chapter territory and possibly few national meetings
- Flexibility to work weekends to support events.
- Must be able to lift up to 25 pounds.
- Must possess valid driver's license, good driving record, access to reliable vehicle and proof of automobile insurance.