Coordinators (This position can be located in any of our locations)
Job Summary: The Coordinator position is a new role exclusively created to ensure each Campus Support Team is successfully driving toward key outcomes in service of our families. The Coordinator role plays a crucial role in the day-to-day operations, making sure the team is able to keep up its work prioritizing urgency and efficacy. The Coordinator is a utilitarian player committed to doing whatever is needed to ensure the team is able to perform at the highest level possible.
A competitive applicant will possess a deep commitment to and understanding of current housing, education, early childhood and all social justice issues intersecting with poverty. Applicants should have prior experience working within a structured and effective development department and bring an entrepreneurial approach both to their career path and development work.
This Coordinator reports directly to the following roles based on each team:
- Development: National Director of Development Operations & Strategy
- Office of the CEO & President: Executive Assistant to the CEO
- Operations & IT: Chief Finance Administrative Officer
- HR & Talent: Chief Talent Officer
Shared Coordinator Responsibilities
- Manage principle and the team Outlook calendars with expertise
- Respond to general team requests and manage general team email accounts with 24hrs
- Ensure all team expense reports are submitted on time and correctly each month
- Coordinate and book travel arrangements
- Assist with team project management and research as requested
- Manage team goal documents and work plans as requested
- Oversee monthly team reports outlining progress to goals; challenges and key wins for board meetings and the CEO
- Collaborate with the Talent & HR team to create and implement on-boarding and off-boarding policies for your prospective team.
- Receive and greet external guests for your team
- Process incoming and outgoing mail and deliveries for your team
- Prepare conference rooms before presentations and staff meetings for your team
- Plan and manage your team’s monthly events (e.g. lunches, staff celebrations, holiday parties, team culture events, etc.)
- Support organizational wide and team trainings and retreats
- Manage vendor relationships for your team
- Co- manage the maintenance and usage of common office areas, including conference rooms, kitchen, and supply areas
Team Specific Coordinator Responsivities
- Data entry and data organization
- Daily entry and reporting of organizational contributions within CRM
- Ensure donor gifts are acknowledged in a timely manner
- Perform additional duties to the Development Team
- Work with the IT & Operations team to oversee development vendors, both the management and maintenance
Operations & IT Team
- Serve as the day-to-day contact with building management, security, and maintenance vendors on questions or concerns
- Provide day-to-day support and maintenance for all computing and communications systems (computers, phones, headsets, printers, network infrastructure, etc.).
- Create and manage IT helpdesk/troubleshooting systems to address desktop and networking issues for staff in an efficient manner
- Deploy new laptops and workstations for staff; ensure the ongoing health of JP’s technology assets, and help maintain JP’s IT asset inventory
- Liaise with vendors and outsourced network support providers to ensure successful execution of IT & Facility projects, as needed
- Oversee flawless execution of JP’s A/V and video conferencing equipment including set-up prior to meetings and conferences, troubleshooting issues, and regular testing to ensure the equipment is functioning at optimal performance
- Create user-friendly guides and facilitate training to ensure all staff have the information and skills to engage with A/V and video-conferencing equipment to enhance their work
- Proactively identify new opportunities for JP’s staff to improve communication and collaboration using IT assets
- Collaborate with the Talent & HR teams to create and implement IT-related on-boarding and off-boarding policies
HR & Talent Team
- Support new employee onboarding including office tours, desk assignments, setting up office access, etc.
- Works closely with the Talent & HR staff to ensure that the recruiting and on-boarding process is effective as possible from start to finish;
- Assists with recruitment efforts for full-time positions, to include editing and posting job descriptions, sourcing, scheduling interviews with hiring managers, and writing offer letters;
- Accesses online sites and reviews postings to identify candidates for vacancies
- Forwards resumes to recruiters and /or hiring managers.
- Maintains talent & HR recruitment metrics, including new requisitions, open positions and filled positions.
- Assists campuses by coordinating recruitment events and scheduling candidates for interview days.
- Responsible for assisting Talent & HR staff in obtaining references on candidates pending job offers.
- Responsible for processing payments for the employee referral program.
- Owns the administrative process of programming and executing the internship program;
- Work with the IT & Operations team to oversee HR & Talent vendors, both the management and maintenance
Office of the CEO
In strong coordination with the Executive Assistant to the CEO:
- Maintain CEOs complex schedule including day-to-day and long-term management of meetings, projects, travel and priorities; provide daily briefings
- Ensure CEO is prepared for upcoming meetings by providing daily briefings, gathering materials necessary for each meeting, and developing agendas as needed and allocating time to accomplish necessary tasks and desk work
- Assist in planning domestic and international travel, including researching air and ground transportation and ensuring that the CEOs travel is both cost and time efficient
- Coordinate logistics, provide advance materials, and execute follow up for meetings,
- Track and submit monthly credit card expenses to the Finance department
- Handle phone, email and postal mail inquiries and respond appropriately
- Research external meeting attendees to create detailed memos for use by CEO
- Take on additional research and projects as determined by CEO
- Work closely with the development team to collaborate on development-related opportunities for the CEO
- Ensure all acknowledgement letters are signed and the grants calendar allows for CEO input
- Maintain CEO-related CRM items included entering meeting notes and contacts into CRM and ensuring these are updated with new information Special Projects
- High-level project planning and coordination with external entities for conference presentations and speaking engagements
- Participate in the planning for the CEOs role in major JP fundraising events
- Scope out and manage special projects as needed by the CEO
- Manage all aspects of JP’s National Governing Board of Trustees and four subsidiary Committees.
- Responsible for sending meeting notices, drafting agendas, writing speaking points, compiling meeting packets, making follow up phone calls, tracking attendance, ordering food/drink, etc.
- Distributes meeting minutes when appropriate and maintains historical meeting files
We Are Looking For Someone Who Is:
- Creative: You can conceptualize and describe funding needs in a way that is compelling to prospects, donors, board members, and other stakeholders. You have a knack for designing logic models and conveying information and research that is compelling, clear, and analytic in style.
- An Organizational Maven: You can manage across multiple work streams and functions, keeping deadlines and managing complexity by simplifying solutions, systems, and processes with clarity and attention to detail. You have an ability to efficiently meet deadlines.
- Adaptable and Flexible: You can handle any curveball, and in fact, you expect them. You can meet deadlines and manage competing priorities. Additionally, you are strategic and have the ability to pivot quickly as priorities shift and the team continues to take shape. You can and are willing to travel if needed.
- A Self Starter: You have the ability to initiate, organize and manage projects, and to interface successfully with colleagues in a collaborative approach.
- Collaborative: You see yourself as central to cultivating productive relationships with contacts across the larger organization.
- Writing: You are an exceptional communicator, verbal and written and are meticulous about details and follow up; subscribes to the belief that no task is too big or too small.
- Mission Alignment: You have enthusiasm, familiarity and demonstrated alignment with JP’s mission and campaigns and also a commitment to building/ deepening your commitment to racial justice. You are steadfast in your support of JP’s long-term sustainability and are committed to a career with impact.
- Willingness to travel: You are open to traveling up six times a year.
What You Will Need:
- Professional Experience: A minimum of one (1) year of professional/ progressive work experience.
- You have a deep passion and broad but general understanding of current housing, education, early childhood and all social justice issues intersecting with poverty.
- You have had exposure to drawing insights from outcomes data and/or crafting LOIs, concept papers, proposals and stewardship materials for progressive institutions that have secured significant, multi-year gifts.
- A competitive applicant will possess a deep commitment to and understanding of current housing, education, early childhood and all social justice issues intersecting with poverty.
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
Please complete the application process for the position on our Online Portal