Reports To: Chief Program Officer
Classification: Full Time | Non-Exempt
Salary & Benefits: $55,000 to $60,000. The Center offers a competitive benefits package that includes medical, dental, vision, 401k with employer contribution, voluntary life, short-term, and long-term disability insurance, paid parental, family care, and gender affirming healthcare leave. We also offer a generous paid time off policy.
Schedule: Generally Monday through Friday. Workdays and hours may shift depending on scheduling needs; the typical schedule will be 10:00 a.m. to 6:00 p.m. Flexibility required.
Summary: The Programs Administrative Coordinator is responsible for supporting the work of the Chief Program Officer (CPO). This role will also support the work of Senior Directors in Programs, as needed. The Coordinator will enhance executive leadership effectiveness by providing critical administrative task execution and day-to-day support, information, and data management and representing the CPO to others.
Essential Duties and Responsibilities:
- Represent the interests of The Center, CPO, and Senior Directors in Programs with courteous diplomacy and professionalism.
- Liaise between community and CPO to ensure that communication loops are completed in an affirming, empathic, and timely manner.
- Welcome visitors, inquiries, and appointments in-person, via email, or virtually; answering and/or directing inquiries that come through the CPO’s office.
- Liaise for CPO across the organization, assisting in sending emails and letters, working closely with the CPO and Executive Team to ensure that high priority meetings are scheduled promptly and confirmed.
- Maintain the CPO’s calendar and schedule, including coordinating and scheduling meetings and events, continuously assess CPO’s schedule, confirm meetings, and prepare any meeting needs. Be responsive to real-time changes in the calendar and last-minute prep tasks.
- Manage CPO’s voicemail and appropriately direct inquiries that come into the CPO’s Office
- Conduct background research and present on organizational needs of Programs, including procurement, services, and consultants.
- Produce agendas, documents, packets, and other information by transcribing, formatting, inputting, editing, retrieving, copying, and/or transmitting text and data.
- Prepare and distribute meeting agendas run by CPO and Senior Directors in Programs.
- Prepare CPO time records and expense reporting, as needed.
- Verify and approve time records for CPO.
- Prepare Programs-related quarterly Board of Directors reports and monthly updates for Board committee meetings.
- Support Senior Directors in Programs with the coordination of contracts, production of reports on deliverables, and ensure the reporting is submitted on time.
- Coordinate and support the administration of special projects led by Programs.
- Assist with creation and modification of presentations, spreadsheets, and other documents.
- Support Senior Directors in Programs with recruitment, selection, and placement of interns across all Program areas.
- Welcome visitors who arrive for appointments and inquiries.
- Direct community members to the appropriate place for in-person appointments.
- Work with the Finance department to ensure the timely approval of Accounts Payable materials.
- Coordinate and maintain linkage and MOU agreements across programs.
- Provide coordination and set-up duties for various program-led external and other internal meetings.
- Maintain various contact and mail lists.
- Develop and carry out an efficient documentation and filing system.
- Assist the CPO, other members of the Executive Team, and other key staff (e.g. People team) with special projects.
- Serve on working groups if the experience is relevant or if administrative support is required.
- Other duties as assigned.
- Bachelor’s degree preferred; or equivalent professional and educational experience.
- Minimum four (4) years of relevant work experience in a fast-paced, dynamic work environment; direct experience working for an executive is highly preferred.
- English/Spanish bilingual preferred.
- Superior communication skills, including strong organizational and interpersonal skills.
- Excellent writing and editing skills.
- Computer proficiency, including experience with Microsoft Office Suite and Adobe Acrobat.
- Ability to handle multiple tasks and maintain attention to detail.
- Strong sense of initiative and ability to work independently.
- Must exercise good discretion and judgment and be able to be trusted with confidential information.
- Must possess strong and affirming interpersonal skills
- Schedule flexibility, including an ability to adjust to changing circumstances in real-time.
- Demonstrated ability to work with people of diverse races, ethnicities, ages, gender identities, and sexual orientations in a multicultural environment.
- Knowledge and understanding of LGBTQ+ issues, needs, and interests of LGBT communities of color, youth, adults, families, and community, including knowledge of the spectrum of gender identity and transgender issues and homelessness are strongly preferred.
- Understanding of, and commitment to, undoing structural and institutional racism and bias and the spectrum of gender identity and bias. Consideration of the impacts and outcomes in decision-making processes and on underserved and historically oppressed communities.
- A strong commitment to social justice and the mission of The Lesbian, Gay, Bisexual and Transgender Community Center.
The Center’s Commitment to Equity & Inclusivity:
The Center was born of community activism in response to the AIDS epidemic, ensuring a place for LGBTQ people to access information, care, and support that they were not receiving elsewhere. We opened in 1983 to help people who had doors constantly closed in their faces, ostracized by family, friends, and shunned by the general society. Since that time, we have continually provided a wide array of services and programs to serve our community, with an intentional focus on providing support to those who are most vulnerable. We have always taken great care to be a space that responds to community need; engaging in diversity, equity and inclusion work is another outgrowth of those ongoing efforts. We recognize that in order to help LGBTQ individuals and our diverse community achieve parity in health, justice, opportunity and success outcomes, our organization must hold a strong foundation and competency in, as well as invest organizational focus on, equity and inclusion frameworks, practices and policies. This is also true in our hiring and retention of staff.
The Center is an Equal Opportunity Employer.