United States of America: Executive Coordinator

Summary: The Executive Coordinator provides a wide range of high level support to the Executive Director as well as coordinates operations for the Heartland Human Care Services (HHCS) Boards of Directors. This position acts as a staff liaison to the Board of Directors, and coordinates special projects as assigned by the Executive Director. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

• Provides mid and high level administrative support to the Executive Director including, but not limited to: scheduling, business writing, proof reading, preparation of monthly reports, communications funct ions, office systems development and maintenance, designing of mater ials and presentation s, information management , management of inquiries and correspondence, business registration management, etc.
• Coordinates the schedule o f t he Executive D i rector of HHCS, prioritizes functions and appointments, and ensures that meetings, deadlines, presentations and other duties of the office of the Executive Director are carried out; coordinat es travel arrangements, flight s, accommodations and other itinerary specifics.
• Acts on behalf of the Executive Director during his/her absence, ensuring the functioning of the Executive Office, in relationship to both internal and external needs and inquiries.
• Facilitates the participation of the Executive Director, as a representative of Heartland Alliance and HHCS, in external workgroups, boards, and coalitions. Prepares packets for meetings and conversations.
• Designs and prepares a wide array of materials for use by the Executive Director, including the monthly report and newsletter.
• Undertakes and manages special projects as assigned or developed including st rategic business projects, systems creation and implementation for the Executive Office , policy development, and contributing to or ganizatio n-wide initiatives.
• Adheres to professional standards as outlined by Organization plans/policies and Unit guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
• Approves and coordinates requisitions for office supplies and related items or services, within defined budgetary limitations. Coordinates the repair of office equipment and instructs others in the proper use of office equipment.

• Provides HHCS Board of Directors-related services including, but not limited to creating dashboards and manuals, preparing annual and strategic reports, and managing confidential Board information. Coordinates agendas for trainings, retreats, meetings and events, and manages the annual meeting scheduling.

• Other duties may be assigned

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

• Problem Solving - Gathers and analyzes information skillfully.
• Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Diversity - Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

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: Bachelor's degree and five years of relat ed experience or equivalent combination of education and experience .
• Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Computer Skills: Demonstrated proficiency with word processing, spreadsheet, database and presentation software (specifically Microsoft Office).
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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 and hear.
• The employee is frequently required to use hands to key, handle, or feel and reach with hands and arms.
• The employee is regularly required to sit, stand and walk.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.

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 in the work environment is moderate

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987

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