The Administrative Coordinator provides administrative support for all Oklahoma Chapter staff while overseeing office operations for both Tulsa and OKC. This role reports to the Executive Director.
Essential functions and responsibilities include, but are not limited to:
- Maintains smooth operation of chapter activities by providing support to the Executive Director and leadership team; organizing meetings, completing correspondence, organizing conference calls, managing requested projects, and making travel arrangements
- Maintains all legal documents, board minutes, and contracts, securing required signatures and handling sensitive information with a high degree of confidentiality
- Manages chapter-wide office supply orders procedures, order placement and processing of invoices
- Schedules chapter-wide staff meetings and leadership team meetings via Google Calendar and sends reminders, as well as ensures logistics and venue are secured for in-person meetings
- Oversees and directs daily activities of administrative volunteers to ensure professional engagement with the community
- Plans and executes board meetings, ensuring all materials and logistics are in order
- Manages all board documentation including prospective board members through nomination to election process, prepares welcome letters for board chair’s signature, and announces new board member’s approved membership
- Ensures procedures are followed throughout chapter territory related to new hires’ onboarding and terminations. Responsible for completing I-9 paperwork and educating new hires on the chapter’s organization structure, along with general process and procedures.
- Plans, schedules, and facilitates Google Meet and/or Zoom meetings and webinars with practice sessions and breakout rooms, as needed
- Manages 8x8 phone transfer requests for outgoing staff, temporarily receiving those calls and forwarding to appropriate parties for handling
- 3-5 years administrative support or project management experience
- BA in business administration, communications or project management preferred
- Proficiency in Google platform, including Google Email, Calendar, Contacts, Drive, Docs, Sheets, Slides and Drawings
EQUIPMENT / SOFTWARE:
- The Administrative Coordinator will be expected to be proficient with all office equipment and software used by the association at the chapter level.
Knowledge, Skills and Abilities:
- Strong project and people management skills
- Ability to juggle multiple projects simultaneously and prioritize tasks
- Pleasant, professional, cooperative personality
Job Title: Administrative Coordinator
Location: Tulsa, OK
Work Hours: Full-time non-exempt
Reports To: Sandi Pellow, Executive Director
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.
At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.