Administrative Program Coordinator

8 hours ago

Maplewood, Minnesota, United States Creative Financial Staffing Full time
Job Title: Administrative Program Manager

Job Summary:

We are seeking an experienced Administrative Program Manager to provide administrative, logistical, and communications support to our executive director and program teams. The successful candidate will ensure the smooth delivery of our programs and office operations, advancing our mission to provide high-quality services to our clients.

Key Responsibilities:Youth Program Core Responsibilities:
  • Record initial information regarding Diversion referrals, including database management and correspondence.
  • Coordinate Diversion Groups, including letters to clients and class registration.
  • Produce reports for program internal and external use, including data recording and analysis.
  • Coordinate professional development logistics, including registration and travel arrangements.
  • Manage logistics, including meetings, transportation, and stipends, with youth leaders and their parent/guardian.
  • Work with the Management Team to manage compensation process for youth leaders, including documentation and stipend distribution.
  • Coordinate session packets, including registration forms, code of conduct, and information packets, based on program templates.
Administrative Core Responsibilities:
  • Maintain a welcoming reception area for board, staff, clients, and visitors.
  • Manage and update the phone system based on organizational needs.
  • Distribute incoming and process outgoing mail and deliveries.
  • Maintain and update contact information for all employees and consultants.
  • Maintain a copy of the Employee Handbook, Payroll Schedule, and other materials for staff reference.
  • Manage facilities and coordinate with vendors per policy.
  • Purchase supplies and organize and submit supply receipts for payment processing.
  • Maintain an inventory of supplies, technology equipment, and informational and promotional materials.
  • Develop and maintain a directory of vendors.
  • Provide facility recommendations to ensure safety, upkeep, and communication.
  • Conduct facility tours for rental/lease opportunities.
Event Management Core Responsibilities:
  • Manage inventory of display materials and create a check-out process for staff use at onsite and/or off-site events.
  • Maintain an organization-wide calendar of internal and external activities, events, program dates, and other important information.
  • Organize staff meetings, including scheduling, preparation, and distribution of documents, room setup, audio-visual, and taking and circulating meeting notes.
  • Register the Management and Program Teams for professional development, events, and make travel arrangements as needed.
  • Manage event logistics according to budget and policies and procedures.
  • Manage the annual Resource Development Plan for individual donors, funders, and partners.
  • Coordinate with the Administrative Team to meet outcomes to strengthen and improve connections with supporters.
  • Create and coordinate volunteer recruitment, training, and coordination when applicable.
  • Provide support to the Board of Directors as instructed and authorized by the Executive Director.
  • Manage and provide oversight of organization databases.
  • Serve as an in-house expert and training resource for staff in utilizing the existing program database.
  • Generate reports to meet internal and external requests.
  • Communicate with staff to troubleshoot and/or make updates to ensure accuracy and relevance of system.
  • Facilitate data collection, disaggregation, reporting, and presentation.
  • Compose data narrative reports to meet funding reporting requirements.
  • Manage online presence to enhance brand via online platforms (social media, website, etc.).

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