BEST Administrative Coordinator

Tulsa Community Foundation
Published
January 9, 2019
Location
Tulsa, Oklahoma
Category
Finance  
Job Type

Description

Position Description:

Background
George Kaiser Family Foundation (GKFF) is a charitable organization dedicated to providing an equal opportunity for young children in Tulsa through investments in early childhood education, community health, social services and civic enhancement. Birth through Eight Strategy for Tulsa (BEST) represents an exciting opportunity for Tulsa. This strategy is a comprehensive, continuous, and integrated approach that focuses on families to help break the cycle of intergenerational poverty for their children. Programs and services, community agencies and philanthropies are partnering with Tulsa's families to build a cycle of opportunity.

GKFF currently has an administrative position available:
Administrative Coordinator for the Birth through Eight Strategy for Tulsa (BEST) Management team. As a member of the BEST management team, the Administrative Coordinator will play an important role in supporting effective implementation of a transformative, multi-year strategy. He/she will assist the team with a variety of administrative responsibilities that help the team in reaching the initiative's goals.

Reporting structure
The Administrative Coordinator for the BEST Management Team will report to the director of strategic advisement and will have dotted-line reporting to the lead administrative coordinator.

Administrative Coordinator Role:
Administrative Assistance: Provide support to GKFF BEST Management team staff, including administrative tasks such as managing high volume calendars and scheduling with a wide range of GKFF staff and partners, correspondence, event planning, travel arrangements, expense reports, credit card reconciliation, scheduling, filing and telephone support.
Meeting Assistance: Assist with both onsite and offsite meeting preparation and arrangements. Including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations, which may require proofreading, formatting, printing and assembly and follow up (e.g., preparing and distributing additional materials to meeting participants).
Special Projects: Provide support in preparing scheduled reports, coordinating mass communication, editing, formatting and finalizing materials, team onboarding and other projects as needed.
Continuous improvement and growth: Participate in activities to gain exposure to various aspects of BEST and GKFF and receive coaching and professional development from other members of the team.

Front Office Support Role:
Answer multiple-line phones, direct inquiries to the appropriate George Kaiser Family Foundation (GKFF) staff or partners and take detailed phone messages, as needed, in a professional and courteous manner.
Open office for staff and guests by 8:00 am and close office at 5:00 pm; greet visitors in a professional and friendly manner.
Receive and deliver mail to relevant staff members.
Manage staff IT needs and coordinate support from technicians. Demonstrate ability to assist with basic smart phone, laptop and desktop computer troubleshooting.
Manage accounts with various vendors and place orders for catering, office supplies and other products, as needed.
Keep common/shared areas stocked with needed supplies and tidy for meetings.
Attending internal and external meetings, as needed, to assist with setup and notetaking.

Position Qualifications:

Qualifications
Education
Bachelor’s degree is required.

Proficiencies
Ability to work independently in Microsoft Outlook, Word, Excel, Power Point and Adobe Pro
Ability to use a multi-line phone system
Ability to use and troubleshoot issues with general office equipment: fax, photo copier/scanner, laser printer
Experience with grants or database software a plus

Personal characteristics
A commitment to taking on bold and ambitious initiatives in order to tackle intergenerational poverty and significantly expand opportunities for the children and families of Tulsa
Ability to think proactively, perform and adapt in a fast-paced, start-up environment with ongoing refinements to processes and scope of work
Excellent work ethic, takes pride in their work, pays close attention to detail, thoroughness, and consistent follow through; is a self-starter
Commitment to personal and professional growth and development and the ability to incorporate feedback from a wide range of sources into continuous improvement efforts
Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
Collaborating with peers and a wide range of partners using a solutions-oriented, strengths-based approach;
Using appropriate judgment to determine how to engage with peers and partners as well as to manage up;
Influencing others without formal supervisory authority;
Actively listening to and empathizing with others; and
Cultural competency: Empathy and ability to build rapport with individuals from various cultures, experiences and backgrounds
Good attitude, strong character and creative
Able to multitask while maintaining efficiency, establish priorities and proceed with objectives with limited supervision
Professional appearance, able to establish and maintain positive working relationships internally and externally
Effective verbal and written communication skills
Highly organized, able to establish, maintain, and as needed refine office organization

Experience
2-5 years related experience preferred

Cover letter and resume are required to apply.

Position Requirements:

EOE Statement
We are an equal opportunity employer and do not discriminate on the basis of race, color, religion (creed), gender, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any other basis made unlawful by applicable federal, state, or local laws or regulations. We are an e-verify employer.

If you have a difficulty applying for any job posted on this website because a disability prevents you from using the online system, we offer the following alternate application procedure: Contact Human Resources at 918-947-6215, and we will arrange for an alternate method of applying and will consider your application together with all other applications received for the job. Please call only for such application assistance.

To Apply for this Job:

Please go to the following link to apply: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=2294597

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