Administrative Coordinator, Education Program
Vacancy Announcement – September 13, 2012
Position Location: Baltimore, MD
Founded in 1909, the NAACP is the nation's oldest and largest civil rights organization. Its members throughout the United States and the world are the premier advocates for civil rights in their communities, conducting voter mobilization and monitoring equal opportunity in the public and private sectors.
Summary of Duties:
The Administrative Coordinator will report to the Director, Education Program. Job responsibilities will include, but are not limited to, the following:
- Prepare maintenance and other internal operations request forms, including but not limited to, travel requests, expense reports, check requests forms and per diem request forms
- Facilitate travel logistics support including coordinating car rental and hotel reservations, often in coordination with other departments
- Assist with preparing and facilitating the execution of contracts
- Coordinate logistics and provide onsite staffing for trainings, summits, exhibits, and other events, including scheduling, securing space, notification and reminders to participants, taking minutes/notes, disseminating minutes to participants, ensuring all material, equipment, and technical support for meetings, etc. and developing after-event reports
- Coordinate department correspondence, mailings and phone messages
Coordinate responses to Member requests for technical assistance and other constituent services
- Maintain a record of all requests for technical assistance
- Assist the Program Director to maintain communications and support with units in need of assistance
Coordinate scholarship selection and dissemination processes
- Track and facilitate scholarship-related correspondence and responses
- Manage student records and supporting documents
- Serve as front-line liaison with scholarship servicing contractor
- Maintain records of selection and award processes
- Support scholarship selection committee members and process
- Maintain contacts database
- Maintain internal and external calendar of team activities including meetings, conference call use, reports and staff travel.
- Collect and maintain easily referenced catalogue articles/research on latest education issues.
- Track budget expenses utilizing excel spreadsheet.
- Order office supplies, materials, business cards, for education team and make sure team is stocked
- Take minutes at education, programs and education committee meetings.
- Assist in production and dissemination of Education Newsletter
- Assist with maintenance of the Education website
- Other duties as assigned
The ideal candidate for this position will possess many, if not all, of the following professional qualifications, competencies and personal qualities:
- Bachelor’s degree, some college coursework or equivalent experience preferred.
- Minimally 3-5 years of administrative support experience, and knowledge of office procedures.
- Minimally 3-5 years strong project coordination background with track record of managing multiple projects and events within given timelines.
- Strong administrative, organizational and communications skills, both written and verbal
- Strong attention to detail and significant ability to multitask
- Exemplary time management skills; ability to work under pressure of time and urgent deadlines.
- Ability to establish priorities and to plan and monitor own work plan.
- Demonstrate a high degree of individual initiative and strategic approach to tasks.
- A working understanding of NAACP structure, policy, procedures and goals.
- A passion for advocating for the creation of progressive policies and programs as well as for the elimination of social policies and practices that lead to racial and ethnic disparities.
- Flexibility to work beyond regular core business hours as needed.
- Ability to travel upon request.
It is the continuing policy of the NAACP to take affirmative action to assure equal opportunity for all current and prospective employees without regard to race, color, national origin, ancestry, age, gender, gender identity or expression, sexual orientation, personal appearance, marital status, familial status, family responsibility, pregnancy or other pregnancy-related conditions, childbirth, disability, military/veteran status, citizenship status, religion or political affiliation, past convictions or incarceration, prior psychiatric treatment, or any other status protected by federal or state law, local ordinance or Executive Orders. The NAACP is an Equal Opportunity Employer.
To Apply: Resume, cover letter, and salary requirements should be sent to NAACP:
Email: firstname.lastname@example.org (preferred method)
Mail: NAACP – Human Resources, 4805 Mt. Hope Drive, Baltimore, MD 21215
Fax: (410) 580-5735
Please note that this position is grant-funded and employment is contingent upon the continuation of such funds.