JOB TITLE: Business Office Coordinator FLSA CATEGORY: Non-Exempt DEPARTMENT: Operations SUPERVISORY RESPONSIBILITIES: No SUPERVISOR: Chief Admin Officer ACCESS TO CONFIDENTIAL INFORMATION: Yes REGULAR HOURS: 40 hours on site WFH: Position is on site/in Wilmington office SALARY: $25-$27 an hour WORK CONDITIONS/PHYSICAL: May be required to stand or sit for long periods of time. SUMMARY: The Business Office Coordinator is responsible for providing confidential and professional level administrative support to the Chief Administrative Officer (CAO) and C-Suite by coordinating administrative and agency wide functions in support of the C-Suite and primarily the CAO of JFS Delaware. RESPONSIBILITIES: · Handle sensitive and confidential information with the utmost discretion and professionalism, maintaining confidentiality protocols at all times. · Exercise sound judgment in managing competing priorities and addressing unexpected challenges or issues. - Coordinate Payroll duties and coordinate onboarding and offboarding benefits process.
- Faciliatate a variety of administrative tasks including but not limited to scheduling meetings for the CEO and CAO, maintaining a project overview with deadlines to assist on open projects.
- Attend bi-monthly board meetings and take meeting minutes.
- Assist other members of the C-Suite with special projects as requested.
- Arrange for any special needs relating to events/meetings (food, audio/visual equipment, printed materials, etc.). Board meetings, Annual Meetings, Employee meetings and any meetings the CEO or CAO needs coordinated.
- Manage travel arrangements and accommodations for C-Suite as needed. Manage inquiries and requests directed to the CEO's office, prioritizing, and escalating as necessary to ensure timely responses.
- Provide office coordination related to organization and office operations, procedures, and resources. Including monitoring and ordering supplies as needed. Ensuring that items are stocked in both office and kitchen supplies.
- Administer requests for maintenance issues using the online systems. Order and maintain supplies in all office locations.
- Process Financial Request forms as needed.
- Coordinate off site storage as needed, responsible for all offsite document coordination and tracking.
- Act as back-up for Reception.
TRAINING, SKILLS, KNOWLEDGE, AND/OR EXPERIENCE: - Three to five years administrative assistant experience or equivalent combination of education and experience.
- Demonstrate excellent judgment, interpersonal, written, and verbal communication skills with the ability to present effectively. Ability to be a team player, adapt to change and demonstrate flexibility.
- Experience with Payroll, Employee Benefits and HRIS systems a plus.
- Strong written and verbal communication skills, with a keen attention to detail and accuracy.
- Prior experience with C-Suite members preferred.
- Demonstrated knowledge of dealing with confidential matters with the ability to be pro-active and culturally sensitive. Maintain accurate reports.
- Effective time management with the ability to manage multiple projects with strong attention to detail and effective time management skills.
- Proficient in Microsoft Office suite and databases, Office 365, TEAMS and Salesforce for Non-profits. Skilled in creating adhoc reports in a variety of systems.
- Demonstrate strong administrative writing skills, managing processes, organization, analyzing information, problem solving, supply management, and inventory control.
EDUCATION REQUIREMENT: - Bachelor's degree in business administration, healthcare management, or a related field preferred.
Persons with mental or physical disabilities are eligible if they can perform essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible. LIVING JEWISH VALUES: - Mission Dedication: Embody the mission and values of JFS in all work done on behalf of the agency. Utilization of the JFS key strategies will ensure success in this accountability.
· Continued Education Maintains professional and technical knowledge by attending professional workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
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