Administrative Coordinator, Integrated | Washington, D.C.

Location: Washington, D.C.

FULL TIME NON-EXEMPT

POSITION SUMMARY  

The Administrative Coordinator, Integrated, provides general support needs in the Advocacy and Access department, JA and Health Care Provider teams. This position proactively manages the calendar, prepares expense reports, schedules meetings, and assists with presentations. The Administrative Coordinator frequently interacts with Senior Management and other departments in the National Office staff to direct the flow of incoming and outgoing information and materials. 

JOB RESPONSIBILITIES

  • Responsible for providing administrative support needs of the Advocacy and Access, JA and Health Care Provider teams, including: acting as Purchasing Agent, managing orders of supplies for the office and for events, processing administrative forms and invoices, managing subscriptions and dues, maintaining and updating metrics, and coordinating and filing reports.
  •  Manages and coordinates department and management calendars, including travel and multifaceted departmental logistics and accurately scheduling meetings and attending meetings as requested.
  • Frequently composes correspondence, including, but not limited to, meeting minutes and reports, using experience and judgment to determine what should be included in each document.
  • Creates reports using Excel, correspondence using Word, presentations using PPT and other programs. Organizes and submits regular reports, such as the monthly Board report.
  • Responsible for project management and coordination for key events such as the Summit, the Industry Forum meeting, state capitol days, in-person and web-based trainings, Committee meetings, Congressional briefings, advocacy functions at JA Conferences and Conference of Champions, and other special meetings held in variously cities around the nation.
  • Responsible for administering the JA camp software technology which includes, but is not limited to: uploading standardized forms for all camps programs, setting up all camp accounts annually, pulling detailed reports for Affinity and Accounting teams. Provide customer service support for Arthritis Foundation staff utilizing the camp software, including staff training.
  • Manage all JA camps invoice record keeping, contract submission and input data into departmental ledger. Work with AF accounting department on reporting and discrepancies. Work with Mission Support Managers and field staff to facilitate contract execution.
  • Work with Mission Support Managers and market staff to ensure all JA events and event participants and HCP entries are in Affinity. Ensure JA events are listed in appropriate sections on Arthritis Foundation website. Manage import process with CRM team post-camp and JA day programs, ensuring data is accurate and reflected in annual plan metrics. Provide support with HCP and JA/YA metrics and goal numbers, assistance with responding to Affinity related questions from market staff.
  • Responsible for providing administrative support for National and Market level HCP Engagement Events, including National Tradeshow, one National HCP Engagement Event, and up to six Market Level Engagement Events as needed. National HCP Engagement Event support may include event logistics planning support, pre/post event follow-up, and other related duties.
  • Responsible for providing additional support needs for the JA and Young Adults Team, Health Care Provider staff and other related duties as assigned.

REQUIRED EXPERIENCE & EDUCATION

  • Experience providing administrative support.
  • Instinctive, detail-oriented, proactive, accurate, and efficient; exhibits composure in high pressure situations.
  • Ability to work effectively and productively in a team environment in order to meet department goals, and complete assignments on schedule.
  • Ability to interact positively and work collaboratively and effectively in a diverse environment with individuals at all levels inside and outside the organization, including staff and volunteer leadership.
  • Proficiency with the various components of Microsoft Office suite and the development of power point presentations is critical; the ability to use web design software to update intranet information is strongly preferred. 
  • Ability to recognize and handle confidential documents and information professionally, diplomatically, and in keeping with business unit practices.
  • Ability to make independent decisions on behalf of the department if necessary.
  • Proficient written and verbal communication skills with an ability to communicate to both external and internal stakeholders.
  • Highly organized, easily manages multiple timelines, and completes tasks quickly within the constraints of timelines and budgets.
  • Occasional travel may be required.

ESSENTIAL JOB FUNCTIONS AND TIME ALLOCATIONS

General administrative support

30%

Events support

40%

Web and database management

10%

Materials support

10%

Communications/reporting

10%

Total

100%

CLICK HERE TO APPLY ONLINE

The Arthritis Foundation is an Equal Opportunity Employer

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