Administrative Coordinator

Responsibilities will include but are not limited to the following:

Operations & Administrative Support (50%)

• Manage departmental calendars for all on-site and virtual events and meetings, send and track meeting invitations and agendas, distribute pre- and post-meeting information and resources to participants and stakeholders

• Help coordinate Learning Lab staff calendars and liaise with internal and external teams to plan and schedule their participation in meetings, events, learning sessions, and travel

• Monitor and manage communications received via the team's shared email inbox

• Take and distribute notes during teleconferences, meetings, and events

• Channel information requests to appropriate ASPCA staff

• Assist with preparation of program newsletters and social media posts

• Collaborate with administrative colleagues on other Rehabilitation Services teams and ASPCA departments, ensuring cross-departmental administrative coordination and alignment

• Provide temporary coverage of limited duties when administrative colleagues on other Rehabilitation Services teams are out of office

• Assist with tracking program budget and expenses

• Submit check requests and expense payment requests as directed

• Submit monthly expense reports for credit card charges incurred for departmental purchases

• Set up and co-host Zoom teleconferences, manage breakout room assignments, provide basic participant user support, provide meeting notes / transcriptions

Logistical Coordination for Educational Events & Key Partnerships (25%)

• Schedule, reserve, and serve as point of contact for staff and participant travel to events, conferences, and site visits including making air, rental car, restaurant, venue, and hotel reservations.

• Serve as the point of contact for staff and participants' travel and logistical questions during events

• In collaboration with instructional designers, update, print, and assemble instructional materials

• Conduct all venue set up and break down, including signage, supplies, seating, and basic A/V

• Order, receive, set up, and clean up groceries and catered food for events, conferences, and site visits

• Monitor event timing and communicate with staff and facilitators to stay on schedule

• Manage event photography by organizing, coordinating image review and approval, and distributing images

• Submit relevant IT, Facilities, and cleaning service tickets and coordinate as needed to see issues through to resolution

• Purchase and track inventory for supplies and equipment, and arrange for equipment repairs

• Assist with basic administration of the program's online, multi-organization community, including inviting new participants, monitoring posts, and managing uploads

Resource Development & Data Management (25%)

• Use database software to track program elements such as event registrations, metrics, partner relations, contacts, and resources

• Provide basic project management support for the department, including creating and editing data tables and timelines to track tasks, delegations, workflows, and deadlines

• Follow up with subject matter experts, facilitators, and stakeholders on deliverables and approvals of materials

• Assist with formatting, proofreading, editing, and updating educational and informational materials and presentations, in keeping with the ASPCA style guide and media asset licensing guidelines

• Apply for and coordinate Continuing Educations Units (CEUs) for Learning Lab educational offerings

• Coordinate collection, organization, summarization, and distribution of documents, feedback, and media collected from participants

• Assist with summarizing and reporting participant progress and program metrics updates to stakeholders

• Additional duties and projects as designated by supervisor

Exemplifies the ASPCA's Core Values:

• HasCommitmentand dedication to improving the lives of animals

• DemonstratesOwnershipand feels responsible for outcomes

• Believes inTeam- that we are stronger together

• Seeks toElevateothers and reimagine what is possible

• Focuses onImpact, specifically making change for animals

Qualifications:

• Excellent organizational skills and strong attention to detail;

• Plans and prioritizes work well; Flexible when plans or expectations change quickly

• Approaches tasks with a "can-do" attitude

• Identifies and implements new approaches to improve systems and efficiencies

• Readily handles multiple projects simultaneously, able to quickly switch attention between various projects and requests

• Excellent written and verbal communication skills

• Works equally well independently and as part of a team

• Good customer service skills

• Is a "people person"; truly enjoys working with others, supporting teams and collaborating

• Forms authentic, trusting relationships across teams and organizations with which they work

• Helps create connections between people, ideas, and plans

• Knowledge of and proficiency supporting PC, MAC, and associated peripherals

• Proficiency in Zoom for meetings is a plus

• Strong technology and Microsoft Office skills required

• Proficiency with administration of online surveys and polls is a plus

• Experience with Miro whiteboarding software or other whiteboarding software is a plus

• Basic skills in graphic design, digital design, photography, or video production are a plus

• Experience with working from a home office is preferred

• Ability to work remotely at a computer with extensive screen time, including on-camera teleconference meetings

• Ability to work up to 8 hours a day working in facilities with fluorescent and LED lighting and the sound of barking dogs is required

• Willingness to work in a facility with behaviorally compromised animals, animal victims of cruelty, and euthanasia outcomes

Education and Work Experience:

• High school diploma or GED is required

• Minimum of 2 years of professional experience working in an administrative role that included information management and reporting support

• Experience usingAirTable or other relational database software required

• Writing, editing and proofreading experience required

• Expense management experience strongly preferred

• Experience with project management software is a plus

• Educational event/conference planning experience is a plus

• Animal shelter experience is a plus

• Experience coordinating travel for others (flights, hotels, rental cars) is a plus

Additional Information:

• Ability to work a flexible schedule in which occasional overtime and weekend travel may be required

• Must provide a valid driver's license upon hire and pass a motor vehicle history check demonstrating a safe driving history.

• Is willing to commute to and from Learning Lab events in Weaverville, NC several weeks per year up to 15% of the time as needed.

• Ability and willingness to travel up to 10% of the time as needed to attend Learning Lab events in various US locations

Compensation and Benefits:

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

• The target hiring range for this role is $23.56/hour - $25/hour

For more information on our benefits offerings, .

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