Position Overview:Baltimore’s Promise is seeking a full-time Administrative Coordinator to support the administrative functions and the operations of Baltimores Promise as well as meeting coordination and logistics. This position will report to the Chief Operating Officer.For the foreseeable future, the Baltimores Promise team is operating remotely until it is safe to resume in-person operations. During remote operations, the Administrative Coordinator will primarily work remotely but will also serve as the on-site point person for the office and coordination with external vendors. Non-remote work will on average be up to 8 hours a week and performed in a manner consistent with social distancing best practices. Once normal operations resume, this position will resume front desk, reception, and office management duties and will be based out of the Baltimores Promise office from Monday to Friday.The ideal applicant should possess excellent organization, time management, writing, and verbal skills as well as the ability to project manage and complete tasks with close attention to detail and consistent follow-through. This position routinely handles sensitive information, so the Administrative Coordinator must be trustworthy, have high ethical and moral standards, and the ability to keep confidentiality. Ideally, the candidate will have at least five years of consecutive experience in similar roles in a non-profit or public sector environment with the desire to pursue a career in administration or operations. The Administrative Coordinator must be passionate about the work and vision of Baltimores Promise and share our organizational values.About Baltimore’s Promise We are a city-wide collective impact organization composed of public sector, private sector, higher education, nonprofit, community, and philanthropic leaders. We serve as a catalyst for organizing efforts and resources around a shared vision: all Baltimore City youth will travel a safe, healthy, and successful educational path from cradle to career. Working with partners who are passionate about making the city a better place to live, we use data and research grounded in community perspectives and residents lived experiences to identify and eliminate systems-level barriers that prevent a smooth trajectory for young people as they become adults.In our fight for justice and systems change, our values as individuals, teams, and as an organization are the following:Equity Our efforts and initiatives are co-developed and driven by the lived experiences of those most negatively impacted by the outcomes we seek to improve. Race, ethnicity, gender, or other attributes should not have predictive power over support, resources, and opportunities that one can access. Our full Race Equity and Inclusion Statement can be viewed in full at the end of this posting or here: We are self-starters who take the initiative to strategically identify and advance solutions to address failures in achieving positive outcomes for children, youth, and families. We work efficiently, cross-functionally, and resourcefully with a sense of urgency to carry out the mission of the organization.Humanity We honor individuals and communities by holding ourselves and our partners accountable to act with integrity, compassion, kindness, and empathy.Creativity We are fun and innovative. Our first idea may not be the final strategy because we look for and embrace new ideas from diverse sources. We celebrate accomplishments of staff and partners.Shared Accountability Shared Accountability is our collective responsibility for the work of the organization, not a threat of sanction. When we say we will do something, we will do it, and if we dont, we will communicate our reasons why. We must be both supportive and critical of one another to ensure that we meet individual and team responsibilities that contribute to larger organizational goals. Administrative Coordinator Essential Duties and ResponsibilitiesAdministration and Operations (60%)Maintain a master calendar for the organization inclusive of holidays, planned office closures, grant report and proposal dates, staff anniversaries, etc.Coordinate supply orders on behalf of staffCollect, sort, and route mail (conducted on a periodic basis during remote operations in a manner consistent with safe social distancing practices)Track purchases and expenses against budget guidelines and generate monthly reportsSort invoices and route them to our fiscal agent for approval and paymentHandle sensitive information with discretion and confidentiality including financial and organizational informationMaintain login credentials for staff and organizational accountsMaintain staff shared drive (Dropbox)Serve as the point of contact for office vendors (Comcast, IT, etc.)Manage vendors hired on ad-hoc basisComplete monthly credit card expense reports and memos for designated staff members by developing timeline and organized process through which to collect, sort, and code receipts through the online platform TallieSupport hiring processes by managing job postings, scheduling interviews, and interfacing with candidates by e-mailManage organizations email accounts and route messages to relevant staff personSuggest and co-develop administrative workflows in partnership with Chief Operating Officer and Senior Manager of Operations and Special ProjectsOther duties as assignedOnce normal, in-person operations are resumed at Baltimores Promise, the Administrative Coordinator will be responsible for following office management and operational responsibilities:Staff the front desk and manage the reception of external visitors, including but not limited to greeting visitors, answering or routing inquiries sent through the organizational e-mail address or main office line, receiving and sorting packagesOversee the tidiness and organization of common areas by organizing a collaborative maintenance process that engages staff of Baltimores Promise to helpMaintain inventory of supplies and ensure the office is appropriately stocked with office supplies, paper goods, and snacks in line with budget guidanceCoordinate staff travel and conference registrations as neededScheduling and Meeting Coordination (40%)Provide daily scheduling support to Executive Leadership Team of Baltimores PromiseProvide meeting scheduling support to the Management Team of Baltimores Promise when coordinating larger format meetings engaging external stakeholdersCoordinate small and large format meetings in the virtual setting by doing the following:Using tools such as Doodle, Microsoft Outlook, or other scheduling applications, determine meeting times convenient to all participantsCommunicate by e-mail and phone to send invitations, confirm participation, follow up with individual participants as needed, and maintain accurate participant listsSet up virtual meeting logistics such as Zoom links and troubleshoot to ensure a smooth meeting experience for staff and external stakeholdersProvide meeting support when needed, including but not limited to managing virtual waiting rooms, managing meeting chat boxes, taking note of action items and sharing with appropriate staff, facilitating virtual breakout rooms, and filing meeting recordingsUpon resumption of normal, in-person operations, support in-person meetings and convenings by being responsible for the following:Reserve meeting spaces and assess AV/IT needs proactivelyCoordinate day-of logistics, including but not limited to the creation name tents, room set up, ordering and set up of catering, and printing meeting packetsKnowledge, Skills, Experience, and CharacteristicsBe a resident of Baltimore City resident (strongly preferred)Be an experienced administrative professional with a work history in similar contexts preferredat least five years of consecutive administrative experience with increasing levels of responsibilityHave the ability to plan, prioritize, and schedule work activities while managing time efficientlyMaintain confidentiality and exercise discretion when routinely handling sensitive informationPossess strong interpersonal communication skills and writing skillsHave personal values in alignment with that of Baltimores Promises Organizational Values and Race Equity and Inclusion StatementHave strong proficiency in Microsoft Office (Word, Excel, Power Point, Teams), Google applications, Zoom, Dropbox, and Adobe AcrobatExperience with the following platforms is preferred (or demonstrated ability to learn similar applications quickly): Asana or other similar project management platforms, Tallie or other similar expense reporting applications, Formstack or other similar online form and survey platforms, Doodle or other similar scheduling platforms, and SquarespaceExperience working with vendors, securing multiple bids for a project, and reviewing vendor agreementsBe proactive and have a desire to recommend, shape, and implement administrative and operational processes designed to ensure efficiency, timeliness, and thoroughnessDemonstrate curiosity by asking good, thoughtful questions and participating in discussions that help to consistently strengthen your context for the work of Baltimores Promise, your understanding assigned tasks and projects assigned, and your relationships with colleaguesBe familiar with Baltimore Citys public agencies including education (secondary and higher education), social services, and public health institutionsUnderstand the social, racial, and economic context of Baltimore City and have the ability (or willingness to learn how) to apply a race equity and inclusion lens to all aspects of workBe dedicated to collective impact and collaborationHave strong professional judgment and a high ethical and moral standardTravelIn normal circumstances….. click apply for full job detailsTracking

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