Job description

Job Title: Administrative Coordinator
Scope: Full-time

Status: Non-Exempt
SUMMARY
The Administrative Coordinator works collaboratively with all staff to support the mission of HopeWell Cancer Support and represents its values when interacting with members and the community. In collaboration with HopeWell’s managers and staff, the Administrative Coordinator takes on the primary responsibility of coordinating HopeWell’s administration system and general workflows to ensure that the programs, communications, and community engagement of HopeWell Cancer Support are effectively supported.

ESSENTIAL DUTIES and RESPONSIBILITIES
GENERAL ADMINISTRATIVE SUPPORT

• Ensure a welcoming, hospitable environment.
• Serve as main reception for all incoming calls and requests for information; maintain communication log.
• Support the transition toward a hybrid programming model.
• Maintain office supplies.
• Pick up and process mail.
• Scan and archive historical and essential documents.
• Support facility maintenance and vendors.
• Set up and break down meeting rooms and program activities.
• Data entry and filing.
• Planning and coordinating administrative procedures and systems and devising ways to streamline processes.
• Participate in regular staff meetings and other internal meetings.
• Other duties as assigned to meet the needs of a busy office.

PROGRAM SUPPORT

Manage and coordinate video conferencing for the virtual program, hybrid, and onsite programs, including:

• Monitor registration.
• Manage class links, program confirmations, reminders, and cancellations.
• Manage program virtual, hybrid, and onsite program data.

Enter and Manage Program Data

• Data entry and managing Constant Contact for broad participant communication.
• Cleaning up and managing contact lists for various databases.
• Assist with attendance tracking and reporting.
• Assist with gift processing, fundraising, and special events.

EXECUTIVE ADMINISTRATIVE SUPPORT

• Assist with Executive Director with performing advanced, diversified, and confidential executive administrative duties and projects.
• Coordinate travel plans and itineraries.
• Take dictation and minutes and accurately enter data.
• Assist with the employee onboarding process, including coordination of streamlined new-hire orientation sessions.
• Assist with creating and managing personnel records.
• Assist with completing the Board of Directors minutes and correspondents when needed.

QUALIFICATIONS

• An associate degree or bachelor’s degree in business administration or a related field.
• A minimum of two years of professional experience in a non-profit organization.
• Willingness to embrace HopeWell’s mission, values, and inclusive community model.
• Ability to organize multiple projects, perform duties independently, and work well with a team.
• Excellent verbal and written communication skills.
• Highly proficient in Microsoft Office Suite.
• Experience with Constant Contact a plus.
• Exceptional skills in operating basic office equipment.
• Knowledge of IT systems is a plus.
• Positive attitude and flexibility.
• Ability to lift and carry up to 25 lbs. and frequently ascend/descend stairs.

CONFIDENTIALITY

• Ability to interact thoughtfully and comfortably with people living with cancer and their loved ones.
• Commitment to providing a safe environment for all participants.
• Ability to maintain the highest level of confidentiality.

HOURS and COMPENSATION

• Full-time onsite position. Schedule arranged to meet the needs of the organization. Ability to work flexible hours.
• Compensation -$52,000 with competitive benefits packet.

To Apply: Qualified candidates should submit their resumes, and cover letters, and upon request submit three professional references to: Jobs@hopewellcancersupport.org

For more information about HopeWell Cancer Support: Visit our website at www.hopewellcancersupport.org.

Job Type: Full-time

Pay: $52,000.00 per year

Benefits:

• Health insurance
• Paid time off

Ability to commute/relocate:

• Lutherville-Timonium, MD 21093: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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