Under the supervision of the CPO, the Workforce Projects Coordinator is responsible for overseeing the entire lifecycle of projects, from its initial development and planning stages through execution and completion, ensuring it aligns with the organization's mission and goals while managing timelines, and deliverables. The incumbent will provide high-level support for the CPO including document preparation, operational support, calendar management, response to all correspondence and successful coordination of business meetings.
ESSENTIAL FUNCTIONS / RESPONSIBILITIES
Executive Support
- Completes a broad variety of high-level administrative tasks for the CPO including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence including confidential information; compiling documents for Programs related meetings and special projects, as needed.
- Identifying potential project needs, researching feasibility, and developing project concepts aligned with the organization's strategic plan.
- Coordinate the crafting compelling grant proposals to secure funding for new projects, including detailed budgets and project timelines.
- Defining project scope, setting clear objectives, creating detailed work plans, and assigning tasks to team members.
- Coordinate project teams, delegating tasks, providing guidance, and fostering collaboration.
- Preparing regular reports for funders and internal leadership on project status, impact, and key metrics.
- Plans, coordinates and ensures the CPO schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CPO’s time.
- Communicates directly, and on behalf of the CPO, with the management team, staff, partners and others, on matters related to CPO programmatic initiatives.
- Serve as liaison between the CPO and other departments within Early Education, Healthy Aging and Disability Services, Youth Services, Family Services, Housing and Homelessness Prevention and Workforce to support the daily operational needs of the department.
- Provides a bridge for smooth communication between CPO’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with the Programs’ management staff.
- Research prioritizes and follows up on incoming issues and concerns addressed to the CPO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Create long- and short-term plans, including setting targets for milestones and adhering to deadlines.
- Works closely and effectively with the CPO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CPO updated.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CPO’s ability to effectively lead the department.
- Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Performs routine bookkeeping tasks such as reviewing, coding and processing invoices, preparing and processing various accounting documents as well as budget modifications, Payroll Status forms, etc.
Contracts and Grants
- Creates a database and inputs all contract pertinent information including scopes of work and corresponding budgets and keeps updated. Includes budget adjustments and modifications. Maintains files.
- Creates a database to track RPFs and grants pursued with pre-conference dates, proposal due dates and results and coordinates with the grant writer(s).
- Maintains the department’s records and management activities.
- Develop materials such as Power Point presentations, spreadsheets, etc. to assist with communications and maintains departmental files.
- Maintains discretion and confidentiality in relationships.
Programs’ Team Liaison
- Participates as an adjunct member of the Programs’ management team including assisting in scheduling meetings and attending all meetings and taking comprehensive notes.
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
- Facilitates cross-program communication and assists with timely responses to requests,
Communications, Partnerships, and Outreach
- Ensures that the Programs’ management teams provide timely updates, reports, client stories, etc.
- Collects various Program updates for submission to Board of Director packets.
Customer Service
- Provides exceptional customer service.
- Always represents the Company in a professional manner.
Safety
- Maintains personal safety, use personal protection equipment (PPE) and follow Company policies.
- Reports all and any safety issues, accidents or injuries to your manager as a matter of priority.
- Use safety walk and carry one child at a time up and down stairs.
Effective Team Member
- Ability to interact positively with team members.
- Ability to facilitate positive change.
- Partner with supervisor when necessary to address department issues or concerns.
POSITION QUALIFICATION REQUIREMENTS
Education: AA Degree is required. Preferred bachelor’s degree in administration; or equivalent combination of education and experience in Administration.
Experience: A minimum of 5 years of experience providing administrative support/project management, with at least 2+ years’ experience in a comparable role as an assistant to a senior executive or as a board liaison, preferably in a non- profit organization.
Language(s): English / Bilingual preference (any language)
Skills and Abilities:
- Independent thinker, possess excellent customer service skills, professional attitude, a high level of personal integrity, maturity, and business judgment required.
- Able to multi-task, prioritize tasks, meet deadlines, able to do presentations and to maintain confident information. Demonstrates tech-savviness skills. Possess strong analytical skills and demonstrated attention to detail.
- Strong written and verbal communication skills. Must be a well-organized professional who thrives in a team- oriented environment.
- An ability to remain tactful under pressure and present a professional demeanor and communication style with co-workers in a multicultural setting.
Software: Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint).
Decision Making: Ability to make solid decisions, problem-solve and simultaneously handle multiple job tasks and priorities.
Confidential and Sensitive Information: Ability to maintain the highest level of confidentiality when dealing with client, vendor, employee records and financial information.
Physical Demands
While performing the duties of this job the employee is required to sit approximately 80% of the time, walk 10% of the time and stand 10% of the time. The employee is frequently required to use hands and fingers to type or handle, feel, and operate objects. The employee is required to occasionally lift and/or move up to 30 pounds. While performing the duties of this job the employee is occasionally required to reach with hands and arms. The employee is frequently required to speak and listen. Specific vision abilities of this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
What we offer
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Pay Rate: $35.00 - $37.00 Hourly
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Location: MNC Wolfsohn Campus
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Medical – Kaiser and CCHP / Dental – Principal / Vision – Vision Care / Life Insurance - $50,000 / 403b – 3% match / FSA / Pet Care
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15 paid sick days / 12 paid holidays / 12 paid vacation days
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EAP (Employee Assistance Program) / WADP (Working Advantage Discount Program)
If you are seeking an organization that values, promotes and develops leadership by delivering culturally sensitive, multi-generational, community-based services that empower families to build strong, healthy, and vibrant neighborhoods with the vision of a strong, healthier and more vibrant community that respects and celebrates its many rich, cultural traditions, please apply.
