Job Title: Administrative Coordinator
Department: Field Operations
Reports To: Vice President, Field Operations
FSLA Status: NON-EXEMPT

SUMMARY
Manage daily administrative operations of the Field team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedule a high volume of appointments and meetings, manage the Vice Presidents’ calendars, and coordinate travel arrangements

• Act as liaison with internal and external audiences, answering and prioritizing telephone calls, email and mail communications

• Prepare and process employee expense pre-approvals and reimbursements for Departments’ staff, in conjunction with grant project directors and Finance staff.

• Work with the REALM Operations Manager to maintain tracking system and follow up activities for End of Year reports.

• Assist in scheduling and planning events, such as meetings, presentations or dinners, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials

• Coordinate budget monitoring and reporting

• Serve as the CISNET content editor; maintain and perform updates of network mailing and electronic distribution lists, in conjunction with the Communications staff.

• Draft and/or edit correspondence, such as letters, memos, emails and PowerPoint presentations

This is an essential position and employee is domicile in the Alexandria office. This position is exempt from telecommuting status unless otherwise determined necessary.
The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. Other duties may be assigned by the Vice President, Field Operations.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
BA or BS preferred. Minimum of three-five years experience as an Administrative Assistant in a fast-paced business environment. Proficiency with the suite of Microsoft Office programs, including Outlook, Exel, Word and PowerPoint is required.

LANGUAGE SKILLS
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Must have excellent oral and written English communication skills. Ability to represent the office in a courteous, pleasant, professional and knowledgeable manner.

MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions and deal with abstract and concrete variables.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

TRAVEL: 0-1 trip per year.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Regular and satisfactory attendance and punctuality are required.