Administrative Coordinator for The President's Office and The Board & Governance Office - Baltimore Children and Youth Fund

Title: Administrative Coordinator for The President's Office and The Board & Governance Office
Location: Baltimore, MD
Salary: $55,000 w/Full Benefits Package
Benefits: Full benefits package
Reports to: Executive Assistant/Board Administrator

Baltimore Focus: Baltimore Children & Youth Fund (BCYF) is a Baltimore-centric and focused organization. BCYF has hiring requirements from the City of Baltimore to make best efforts to hire Baltimore residents first. Although the City allows consideration of qualified applicants residing outside of Baltimore, BCYF is committed to hiring the best people for the roles who know Baltimore, and the community, grassroots organizations, and ecosystem it is committed to serve. All positions will be posted with the Mayor's Office of Employment Development in accordance with the Local Hiring Law.

FINANCIAL DISCLOSURE REQUIREMENT

All exempt hires are subject to annual financial disclosure requirements to the City of Baltimore Ethics Board. Cut and paste the financial disclosure requirements link to view

https://ethics.baltimorecity.gov/financial-disclosure

ABOUT the BALTIMORE CHILDREN & YOUTH FUND

BCYF is committed to ensuring that our children and youth are healthy, ready to succeed in school and live in stable, safe, and supportive families and communities. We do more than grantmaking, we collaborate with grassroots organizations and community leaders to create new opportunities for the city's young people to learn, thrive, and succeed. BCYF awards grants to organizations that provide programs to thousands of Baltimore's young people - from academic support and science exploration to dance and photography. BCYF is committed to authentic community engagement, and our strategy and grant decisions are shaped and led by Baltimore community members and youth leaders. Our core values of Racial Equity, Intergenerational Leadership, Community Ownership, and Collective Decision-Making direct our partnerships with organizations that share our Black liberation worldview. Through our strategic investments, we strive to resource a future where children and youth throughout the city enjoy access to high-caliber enrichment and learning opportunities, and children and youth programs have the resources they need to equitably serve all our young people.

About the Role

BCYF, Inc. is searching for a motivated and organized Administrative Coordinator for The President's Office and The Board & Governance Office with a passion for social justice issues. This role is crucial in promoting the efficiency of the offices and the Board of Directors and ensuring seamless operations within the organization. The ideal candidate will have strong administrative skills, be detail-oriented, and possess the ability to handle multiple priorities.

The Administrative Coordinator for The President's Office and The Board & Governance

Office must enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will be able to maintain a realistic balance among multiple priorities. They will be able to work on projects that have a great impact on BCYF and its constituents and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The role requires attendance at roughly two evening meetings or events per month.

Essential Functions include:

• Operations Support for the Team
  • Submit team-wide and board reimbursements, payment requests, and contracting.
  • Manage vendor and contract relationships for the team, serving as the point of contact.
  • Manage main phone, executive phone, and individual phone lines.
  • Collect, sort, and route mail.
  • Lead cross-team collaboration and communication initiatives, such as internal communications.
  • Maintain inventory of supplies and ensure the office is appropriately stocked in line with budget guidance.
  • Coordinate supply orders on behalf of staff.
  • Coordinate staff and board travel and conference registrations as needed.
  • Assist the team and board with travel arrangements and logistics needs, including tracking expenses and reimbursements.
• Scheduling and Meetings Support
  • Set up virtual meetings and provide support as needed to ensure a smooth experience for participants, including managing virtual waiting rooms and chats, taking notes/minutes, identifying action items, and facilitating virtual breakout rooms.
  • Support in-person meetings, hearings, and convenings by reserving meeting spaces, proactively identifying AV/IT needs, and managing logistics, including overseeing room setup, ordering catering, ordering supplies, and coordinating/printing meeting materials.
  • Coordinate the collection and presentation of materials for the team in advance of critical meetings, including researching background materials, articles, and program evaluation reports.
• Lead the creation of meeting materials and documents, including research and presentation materials.
• Provide daily scheduling support to the team.
• Workspace Support
  • Continuously maintain the database by assisting in instigating, organizing, and updating information.
  • Organize and maintain the filing system electronically.
  • Maintain and support organization strategy and conventions for the teams' Google Drives.
  • Ensure proper archiving of all work.
  • Ensure documentation accessibility and branding check for all outgoing documents and media.
  • Other duties as assigned.

Requirements

Candidate Profile

This position requires an administrative professional with keen attention to detail, excellent communication and coordination skills, and the ability to prioritize tasks effectively. The ideal candidate will be resourceful, organized, and capable of providing critical support to the President's Office and The Board & Governance Office.

ABOUT THE IDEAL CANDIDATE

*While no candidate will possess every quality, the successful candidate will possess many of the following experience and attributes. (Preference will be given to candidates with a proven track record of scaling a start-up nonprofit or philanthropic organization.) Even if you aren't sure but are excited about the position, we encourage you to apply!

• Ability to work independently and collaboratively.
• Ability to handle sensitive information with a high level of confidentiality.
• Strong written and verbal communication skills.
• Superior attention to detail and organizational skills.
• Proactive in identifying problems and finding solutions.
• Comfortable taking initiative and managing tasks effectively.
• Passionate about social justice issues.
• Confident using business productivity and task management platforms.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and G Suite (Gmail, Google Calendar, Docs, Sheets, Slides, Forms).
• Ability to learn and become fluent in Asana, Salesforce, and Zoom.
• 2-3 years of experience as an Administrative Assistant, Project Coordinator, or similar role.

Equal Opportunity

BCYF is a 501c3 organization. We are firmly committed to complying with all federal, state, and local equal opportunity ("EEO") laws. BCYF strictly prohibits discrimination against any employee or applicant for employment because of the individual's race, color, sex, religion, national origin, age, sexual orientation, height or weight, disability, gender identity or expression, medical condition, including acquired immune deficiency syndrome (AIDS) or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law. Accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. While performing the responsibilities of the job, accommodations will be made to enable people with disabilities to perform the essential functions of the job.

Salary Description

$55,000