Administrative Coordinator

Hybrid, Full-Time, Exempt Position

Salary range: $40,000 - $50,000

The administrative coordinator oversees the day-to-day administrative functions to maintain organizational effectiveness and efficiency. Responsibilities include administrative support of the Executive Director and the Consortium Team, with focuses on managing the organizational calendar, providing support for organization-wide events, and monitoring general incoming calls and correspondence. The ideal candidate will have at least 3 years of office management or administrative support, experience interacting with a board of directors, exceptional organizational and multitasking skills, the ability to work independently with little or no supervision and proficiency in Microsoft Outlook & Office, Google Apps and Adobe Acrobat. If have a strong interest in historic preservation, Civil Rights Movement, Black History, and/or Social Justice, this might be the position for you!

TO APPLY – Send a combined PDF containing your resume, cover letter, & two references to careers@aaacrhsc.org.

All offers of employment are contingent upon a background screening.

JOB DESCRIPTION

• Control and maintain shared internal calendar
• Responsible for meeting logistics
• Virtual - serve as host for Zoom meetings; record as needed
• Prepare meeting agendas and keep notes for Consortium & Board meetings
• Schedule and coordinate all staff events (monthly meetings, Convenings, special events, etc.)
• Correspondence – manage general email, shared inboxes, draft and send emails to Consortium members
• Maintain administrative and record keeping systems in SharePoint, including but not limited to notes, external contracts, agreements, and workshop materials
• Serve as the primary point of contact for office maintenance and facilities related issues
• Maintain office supplies including organizing, taking inventory, ordering, and replenishing stock
• Manage the process for upkeep of the common areas including the reception area, meeting rooms and kitchen
• Serve as primary point of contact for basic IT related needs
• Process incoming mail and receive packages
• Perform other related duties as assigned

• Provide administrative support to the executive director including scheduling appointments, travel arrangements, reimbursement requests, and calendar management
• Provide administrative support to the board including scheduling and managing board meeting logistics, taking minutes, and managing board of director files
• Maintain a list of current and potential individual donors, maintain donor log, prepare donor acknowledgment letters, monitor outreach efforts
• Assist with communications to external partners and other project stakeholders
• Formatting documents in accordance with Consortium style guidelines
• Perform other administrative duties as assigned

REQUIREMENTS

• Strong administrative management and organizational skills
• Proficient in Microsoft Suite (including Excel, Word, PowerPoint, SharePoint), Google Suite, Adobe Acrobat, & Zoom
• Proficient in Microsoft Suite (including Excel, Word, PowerPoint, SharePoint), Google Suite, Adobe Acrobat, & Zoom
• Excellent interpersonal and communication skills
• Proactive problem-solving skills
• Attention to detail
• Commitment to diversity and inclusion in working with team members and clients

• Bachelor’s degree or equivalent experience
• Minimum 3 years of experience in office management or administrative leadership support

BENEFITS

Benefits include paid holidays, paid time off, and individual medical and dental insurance (provided by employer). The Consortium will provide a laptop and furnish supplies to work from home.

COVID-19 CONSIDERATIONS

Alabama African American Civil Rights Heritage Sites Consortium requires that all employees, contractors, staff, volunteers, students, & interns maintain up-to-date vaccinations to protect the health and safety of personnel, visitors, and the community from infection. All individuals must certify that they have received the necessary vaccinations and maintain a copy of the certification, within 14 days of the Consortium's request. This is a mandatory program except for documented medical and religious reasons for not receiving the vaccine.

REMOTE WORK

The Consortium’s office is currently located in Birmingham, AL, with employees in other locations throughout the state. This position is a hybrid position that requires regular in-person and virtual meetings; some weekend availability may be required. Comfort with working from home, Zoom meetings, familiarity with online collaboration tools and technology, and the ability to be accountable in a remote work environment is required.