Administrative and Communications Coordinator

Job Title(s):

Administrative & Communications Coordinator
 

Reports to:

Senior Director of Operations and Finance (SDOF)

Job Category:

Full Time

Roles and Responsibilities:

To support the administrative, coordination and communications needs of the Hill Community Development Corporation.

Operations and Financial:

• Maintain an organized, functional, well-stocked, clean and orderly office presence and greet guests
• Perform clerical, office management and administrative duties, i.e. open mail, log and respond as needed, answer telephone, record messages, send mail, make copies, complete errands
• Maintain and consistently upgrade effective filing systems
• Explore appropriate rates and services with various vendors such as utilities, office services, maintenance work etc. to assure cost-savings for organization
• Respond to requests for documentation from various internal and external team members
• Promptly escalate urgent matters to SDOF for action and resolution
• Support the development and maintenance of an effective project management system;
• Maintain various databases to assure high-level accuracy and expeditious access to data
• Create office systems to maximize efficiencies and effectiveness
• Respond to requests of senior staff and delegates for various administrative, operational and community engagement tasks
   

Organizational and Communications:
 

• Provide project support to Hill CDC programs and projects as assigned
• Attend Hill CDC meetings and provide administrative support and record keeping as needed (including various monthly and quarterly meetings)
• Maintain current information on organizational website and social media
• Perform quality graphic design support
• Assist with updating the website, social media and newsletters as required
• Assist with community communication efforts, prepare fliers/newsletters, contact speakers, coordinate community meetings, contact various community stakeholders etc.
• Facilitate and coordinate meetings of key constituent groups

Programs and Events:

• Support the Programs and Policy department event organizers as needed
• Coordinate planning, vendors, and marketing per organizers request
• Attend events to assist in the execution of event including pre and post event setup and breakdown

Other:

• Other duties as assigned.

Technical Skills Needed:

• Key Skills: MS Office Suite (Outlook Email & Calendar, Teams, Word, Excel, Powerpoint), Canva, Photoshop, Social Media (Facebook, Instagram, Twitter, LinkedIn), Salesforce
• Preferred Skills: Monday, Adobe Photoshop and InDesign, MailChimp, Content Management Systems
• Ability to learn new software programs quickly

Important Candidate Qualities:

• Excellent written and verbal communication skills
• Highly organized
• Strong attention to detail
• Coachable; demonstrates use of lessons learned
• Self-starter
• Ability to multi-task and work in fast-paced environments
• Highly responsive
• Positive, professional, and amicable demeanor
• Strong problem-solving skills & good judgment
• Ability to work well independently and with others
• Ability to interact with diverse groups of people such as community residents, elected officials, business executives, foundation representatives etc.
• Knowledgeable and capable of supporting senior staff in setting appointments, screening calls, office management, meeting and event preparation
• Superb technical or creative and communication skills are a must

Office Hours:

• Maintain formal office hours for the Hill Community Development Corporation from 8:45am – 5pm on site. 
• This position must open the Hill CDC office promptly at 9am Mon – Friday.
   

Physical Requirements of the Job:

• Ability to operate computer and other equipment in the office
• Must have sufficient mobility to move around office and to interact with the community; must be able to move or lift objects of no more than 25 lbs.

Preferred:

• Valid PA Driver’s License and Personal Transportation

Work Environment:

• Non-Smoking Work Environment

• Business Casual Professional Dress (No jeans, leggings, flip-flops or tank tops)

Pay Rate:

• Commensurate with experience and qualifications
• Paid bi-weekly