Administrative Operations Coordinator - CCSWW

Overview

This position takes lead in ensuring the smooth daily running of the CCSWW corporate office. Under the supervision of the Assistant Chief of Operations, and the direction of the Operations Manager and Executive AA, provides administrative and logistical support to all corporate office staff in a confidential and professional manner. Works seamlessly and collaboratively with the Operations Manager, Legal Assistant, and Executive AA, on all issues related to the efficient and effective completion of all operational duties, responsibilities and associated tasks related to the CCSWW office.

Responsibilities

Provide administrative office support to the CCSWW corporate office, including: 

• Answering phones and emails; Monitoring and responding to the general CCSWW info email;
• Ordering supplies and maintaining supply inventory; Scheduling equipment maintenance and repair;
• Coordinating with IT and providing conference room technical support to staff and guests;
• Providing logistical support for meetings including scheduling, communicating with front desk re: outside guests, ordering food, providing hospitality, room set up and clean up;
• Producing materials and documents, including drafting, editing and finalizing agendas, reports, presentations, and meeting notes and minutes;
• Preparing correspondence and coordinating mailings;
• Updating operations calendar;
• Filing A/P records on a weekly basis and maintains A/P files;
• Preparing check requests;Reconciling corporate credit cards receipts;
• Updating and distributing org charts, internal staff contact lists and phone trees;

At the direction of the Operations Manager, Executive AA or Communications staff, assists in maintenance of organizational website and WW Sharepoint site

At the direction of the Executive AA or WW Network Builder, provides support to Staff Advocacy activities, including maintaining and updating the advocacy database and sending out advocacy alerts to staff.

Provides support and assures the on-time completion of special projects as requested by the President, Executive Vice President, Chief Financial Officer, and Assistant Chief of Operations, Chief Accounting Officer, and other CCSWW corporate office staff, as needed.

Qualifications

• An AA in Business Administration or a combination of equivalent vocational training and work experience.
• Demonstrated ability to manage several diverse tasks at the same time and meet deadlines.
• Good English composition and proofreading skills.
• Excellent word processing skills and solid experience working with Windows, particularly Outlook. Excel and Word programs including drafting and formatting professional spreadsheets and documents. Ability to learn new computer skills as needed.
• Ability to track a simple budget.
• Ability to manage confidential information.
• Ability and willingness to work a flexible schedule as needed.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Willingness to learn and work within a Fast-paced environment.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Criminal history background checks are required prior to employment