Administrative Coordinator

POSITION TITLE: Administrative Coordinator

LOCATION: Louisville, KY

STATUS: Full Time, Salaried, Exempt

PROGRAM: Human Resources

• Administration

REPORTS TO: HR Manager

INTRODUCTION:

Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors.

We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities.

Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements.

BENEFITS:

Volunteers of America Mid-States, offers a rich and robust benefits package the supports a healthy work life balance, which include the following:

Health and Wellness

Employee Assistance Plans (EAP)

Health and Wellness Program

Medical Coverage

Dental Coverage

Vision Coverage

Flexible Spending Account

Health Spending Account

Short Term Disability

MetLife Legal Plans

Financial Wellbeing

Competitive Compensation Packages

Life Insurance (company paid)

403b retirement plan with company fund matching

Employee discounts

• Loan forgiveness options through federal programs

(National Health Corp & Public Service Loan Forgiveness)

• All company paid benefits and paid time off effective day one

Work Culture

Commitment Committee

Justice Committee

Integrity Committee

Compassion Committee

DE&I Committee

Retention Committee

Training & Development

VOA LEAD Program- Leadership Development Program

VOA University

• Staff Development

VOA Academy

• Clinical Training and Development

JOB SUMMARY AND QUALIFICATIONS:

Under direct supervision of the HR Manager, the HR Specialist is responsible for providing administrative assistance to the HR Department on a daily basis.

WHAT YOU SHOULD HAVE FOR THIS ROLE:

The ideal candidate should have a minimum of a high school education or equivalent, along with prior experience as a receptionist, office manager, or in a similar administrative role. They must possess excellent communication skills, both verbal and written, to effectively interact with internal and external stakeholders.

Being highly organized, paying attention to details, and demonstrating proficiency in Microsoft Office applications such as Word, Excel, and Outlook are essential. Moreover, candidates should exhibit strong problem-solving abilities and excellent time management skills, with a proven track record of meeting deadlines consistently.

RESPONSIBILITIES:

Assist the executive coordinator and associate director of Board and Executive relations with special projects such as board meetings, events, credit card expenses, and invoicing.

Office Management:

1.Coordinate organization-wide business card and nametag ordering and process invoicing

2.Ensure main voice1nail reflects office closings or special events, and post office closing signs.

3.Handle incoming and outgoing mail activities, including FedEx and UPS shipments.

4.Maintain office security by following safety procedures and controlling access via the reception desk.

Administrative Support:

1.Provide administrative support to ensure efficient operation of tl1e office.

2.Manage incoming phone calls, determining the purpose of callers, and forwarding calls to the appropriate person or department.

3.Assist in tl1e coordination, direction, and fulfillment of special projects.

Coordination:

1.Serve as a liaison with external institutions, other offices, clients, and guests by providing clear, accurate, courteous communication to employees, applicants, donors, consumers, and the public to enhance the agency's image positively.

2.Coordinate travel arrangements and logistics as needed under the director of the Associate Director of Board and Executive Relations and the Executive Coordinator if needed.

3 Assist in the coordination of the Board of Directors by providing comprehensive support, including reviewing documents, preparing materials, and organizing items needed for meetings.

4.Other tasks as assigned by the Associate Director of Board and Executive Relations

Safety and Risk Program Ambassadors Responsibilities:

1.Actively implement the Safety and Risk Program in tl1e facility/ facilities for which tl1ey are responsible, representing more tl1a11 one facility if necessary.

2.Work with all residing in a facility, including staff, clients, and volunteers, to be active participants in the

Safety and Risk Program.

3.Encourage colleagues to participate in Safety events and demonstrate how these events relate to Wellness and Self Care.

4.Serve on the Integrity Committee with supervisor approval, attending quarterly Integrity Team meetings to review data, recommend any actions needed, provide feedback on the Safety and Risk Program, and assess its effect on the agency. Meetings can be attended via in-person, telephone, or video conference.

5.Work with all staff to ensure the Safety and Risk Program is active in all facilities owned/leased by the agency.

6.Complete all required facility drills, self-inspections, and reporting to meet COA, Agency, and program requirements. Frequency is monthly, quarterly, and/or annually depending on services provided at the facility.

7.Give feedback on the Safety and Risk Program and encourage coworkers to share feedback as well.

8.Engage in other activities as needed or desired to promote and support Safety and minimize Risk within the agency

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.