Administrative Coordinator

Job Overview:

Responsibilities of the Coordinator:
 

• Assist CEO with Board meeting preparation, including preparation of the Board books, the Board PowerPoint presentation, monitoring Board attendance & scheduling.
• Attend Board meetings as needed, be responsible for Board minutes at all Board meetings attended
• Other duties as requested

• Assist with preparation and planning for annual Foundation fundraising event 
• Assist with various Foundation administrative tasks, including shipping, receiving of awards, preparation for the annual meeting and fundraiser in support of remote staff. 
• Administration of Accredited Degree Program, including tracking program status and site visits (preparation, execution, and follow up)

• Ensure safety award payments are submitted prior to approving applications in our platform
• Follow up with safety award applicants on missing information
• Updating completion status for Safety Awards on open water, keeping track of applications.
• Update company records in IMIS with safety awards data
• Create safety award recipient list for website and magazine
• Send communication reminders to award participants
• Assist with OSHA 10-Hour Course (in-person and virtual) execution. 

• Review Awards of Excellence materials as needed
• Enter Awards of Excellence information into iMIS after awards selection
• Provide other support for Awards of Excellence as needed

• Respond to phone calls/emails requesting help on how to become certified or earn CEUs.
• Process payments from lockbox/phone/CEU form
• Approve and enter CEU information in iMIS and update good through dates
• Create report for mail merge for certificates/wallet cards
• Print labels and materials, put package together and mail out.
• Provide other support for certification as needed.

• Monitor event inboxes and provide customer service to potential event attendees. 
• Provide attendee and exhibitor registration assistance.
• Conduct housing and registration cross checks, if necessary. 
• Conduct inventory of event materials and supplies. 
• Coordinate and place orders with vendors for events.
• Assist with Board meeting activities, in addition to duties outlined under CEO Support 
• Onsite execution of events, if necessary.

• Support staff with shipping services; assist with large-scale mailings as needed
• Maintain and replenish all office and kitchen supplies
• Maintain office equipment and supplies, including postage machine and copiers
• Retrieve mail and distribute daily
• Log checks received in-house daily
• Maintain on-site storage log and schedule shredding as needed
• Order group lunches as needed.

Requirements of the Coordinator

• College graduate preferred but not mandatory
• Excellent customer service skills
• Strong team player
• Flexible and able to switch between tasks frequently
• Strong attention to detail
• Strong computer skills; proficient in Microsoft Office
• Experience with iMIS and/or another client management databases a plus
• Excellent written and verbal communication skills
• Strong organization and time management skills