Administrative Coordinator, Research and Education Policy Development

2 days ago

West Sacramento, California, United States California School Boards Association Full time
Job Summary

We are seeking an experienced Administrative Coordinator to provide administrative support to the Research and Education Policy Development team at the California School Boards Association. The successful candidate will be responsible for providing a variety of administrative support duties of considerable complexity, requiring thorough knowledge of the department, its procedures, and operational details.

Key Responsibilities
  • Administrative Support: Provide routine administrative support to managers and department staff by assisting with duties of a complex, confidential, or sensitive nature; act as liaison between management and other staff or the public.
  • Communication: Receive and screen visitors, telephone calls, emails, and regular mail referring to appropriate department source; provide information to the public to ensure understanding of departmental and Association policies and procedures.
  • Calendar Management: Coordinate and maintain multiple calendars and schedules and meetings and appointments for the department; make travel arrangements as required.
  • Meeting Coordination: Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; act as support for meetings and committees including preparing agendas and information packets, setting meeting location, and taking and transcribing minutes.
  • Research and Data Analysis: Organize, prepares, and carries out administrative assignments, researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data.
  • Document Preparation: Prepare and assemble reports, manuals, articles, announcements, and other information materials; prepares and processes reports, forms, and records.
  • Record Keeping: Design and implement filing and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries.
  • Website Content: Update website content.
  • Office Operations: Operate a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones.
  • Supply Management: Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for department head approval.
  • Community Relations: Maintains working relationships with community agencies and organizations.
  • Policy Analysis: Analyzes policies and procedures to improve program efficiency and effectiveness.
  • Grant Development: Assists with grants to develop new funding sources.
  • Professional Development: Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
  • Time Management: Adheres to an established work schedule and the organization's timekeeping practices.
  • Travel: Occasional overnight travel.
Requirements

We are seeking an experienced Administrative Coordinator with a strong background in administrative support and a passion for education policy development. The ideal candidate will have:

  • Education: Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting, or related field.
  • Experience: Three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings.
Qualifications

The successful candidate will possess:

  • Knowledge of: Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA.
  • Knowledge of: Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Knowledge of: Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Knowledge of: Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
  • Knowledge of: Computer applications related to the work, including word-processing, database entry and management, spreadsheet applications, and calendaring/scheduling programs.
  • Knowledge of: English usage, grammar, spelling, vocabulary, and punctuation.
  • Knowledge of: Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.
Ability to

The successful candidate will be able to:

  • Understand: The organization and operation of the Association and of outside agencies as necessary to assume assigned responsibilities.
  • Perform: Responsible application of specialized program-related knowledge to support organizational unit with accuracy, speed, and general supervision; interpret, apply, and explain administrative and departmental policies and procedures; provide customer service for program-related inquiries and related requests.
  • Communicate: Use English effectively to communicate in person, over the telephone, and in writing.
  • Compose: Compose correspondence and reports independently or from brief instructions; provide research, analysis, and summarize findings; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
  • Apply: Apply knowledge and demonstrate critical thinking skills, lead and coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Promote: Promote the mission and values of the Association through portrayal, living, modeling, and exhibiting the Association's values of integrity, collaboration, excellence, accountability, innovation, respect, and service; uses tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; establishes, maintains, and fosters positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
Environmental Elements and Physical Demands

The employee will work in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. The employee is personally responsible for following health and safety guidelines, instructions, and policies.

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