Administrative Coordinator Job Description September 2015 The role of the Administrative Coordinator is to perform and coordinate high-quality, effective
and efficient administrative operations for Coming Clean.
Primary Responsibilities are to:
• Daily manage of communications in our Brattleboro, VT office, including fielding phone
calls and general mail and email inquiries and other tasks such as management of postal
services.
• Maintain an organizational Google Calendar and assist executive staff with scheduling
meetings, conference calls and event milestones and deadlines, submitting receipts and
maintaining records and documentation required by Coming Clean.
• Maintain and manage the Coming Clean listserv, organizational databases, and websites.
This includes working with staff and project leaders to ensure up-to-date content and
design for websites per Coming Clean website protocols (which may include
coordination with design consultants); designing and maintaining metrics documents (e.g.
on grant deliverables), and maintaining the Coming Clean participant listserv and other
email lists as needed.
• Enable clear, concise communications between staff, board and leadership team. This
includes commencing conference call scheduling for Coming Clean Board of Directors,
workgroup leader, staff and project teams (as needed); providing advance notification,
background documents for conference call meetings; taking and distributing notes from
meetings.
• Assist with in-person meetings for Coming Clean staff, workgroups, projects, and for
General Meetings. Coordinate logistical needs including making travel arrangements,
accommodations reservations, etc.
• Assist in the creation, design and editing of printed or published materials including
graphics, fact sheets, newsletters, funder updates and the like.
• Maintain quality office operations regarding supplies, technology and operating systems
including office equipment (computers, printers, computer backup equipment), technical
services (QNAP and other on-line systems).
• Assist with specific workgroup and project tasks as necessary, including public outreach,
funding research, document editing, shipping and tracking project materials, and the like.
To fulfill these responsibilities, the Administrative Coordinator is expected to:
• Work from the Coming Clean office each week.
• Communicate clearly and frequently via phone, email and in person with executive staff
on task priorities, using active listening skills; clarifying questions to avoid or correct
misunderstandings; pro-actively and constructively raising-up challenges and pursuing
solutions; and being accountable for achieving task deadlines (or modifying those
deadlines with adequate notice if necessary).
• Exhibit professional, courteous behavior; a willingness to assist; polite persistence;
problem-solving skills for routine tasks as well as in urgent situations; and promotion of
Coming Clean’s mission, goals and objectives.
http://www.comingcleaninc.org/assets/media/documents/Coming Clean Guiding Principles.pdf
•
http://ej4all.org/assets/media/documents/ej4all-JemezPrinciplesForDemocraticOrganizing.pdf
Adhere to and promote the Coming Clean Guiding Principles, the Jemez Principles
and other guiding principles.