Description:
CMC:Foundation for Change, a non-profit that supports families impacted by addiction, is seeking a full-time Administrative Coordinator to support a young, energetic organization.
Our ideal candidate: Highly motivated, well-organized individual with strong attention to detail and good verbal and written communication skills. Comfortable managing multiple ongoing tasks and collaborating with team members across a range of disciplines. Able to work proactively to address program-related needs and issues as they arise. Will work directly under our Executive Director and Program Manager on a daily basis, and additionally in support of our Director of Training and Co-Founders.
This is a full time position (40 hours/week). Hours are primarily Monday - Friday, 9AM-5PM with occasional Saturdays required with advanced notice. We are a hybrid company, working in person at least 3 days per week at our satellite office in Great Barrington. Must be able to commute in on other days with 24 hours notice. During the initial training period, you may be required in office up to 4 days/week. Start date ASAP, willing to be flexible for the right candidate. We are headquartered in NYC, with a satellite office in Great Barrington, MA. Our programs are national.
Competitive benefits and compensation commensurate with experience. Salary Range $46,000-$52,000 plus paid time off, 401k match and partially employer paid health benefits. Room to grow and upward mobility with success in this role.
For more information on our mission please visit www.cmcffc.org

Responsibilities

• Answer phone calls with proper call screening, forwarding, and message taking.
• Be the point of contact for inquiries from the general public and provide relevant program information over phone or email, while maintaining an inquiry tracking system.
• Assist with opening mail, processing checks and invoicing.
• Detailed note taking during meetings & sharing notes with attendees.
• Administrative tasks related to our training program:
• Provide administrative support for our CE Program (Tracking attendance at trainings, creating certificates and sending certificates to participants)
• Providing administrative support on Zoom Trainings (managing breakout rooms, polls, recordings etc)
• Communicating with attendees, sending out materials
• Preparing contracts for all trainers and host organizations (under oversight of ED), send for signature, and attach to salesforce
• Attending planning meetings with external organizations and assisting with contracting and collaborative projects
• Preparing training materials and organizing logistical support prior to the event (slideshows, exercise handouts, zoom links, registration forms.)
• Assist in liaising between CMC:Foundation for Change admin team, trainers, and host organization to plan, organize, and execute trainings
• Track and maintain a tracking document of all upcoming trainings including who is facilitating.
• Coordinate and book travel for trainers; organize trip itineraries
• Updating Salesforce with training information
• Fundraising Tasks
• Assisting with managing guest lists and communications for fundraising events
• Assisting with mailing campaigns (stuffing envelopes, creating labels, etc)
• Grant research and assistance in completing grant applications
• Updating Salesforce with donor information
• Providing additional support for Executive Staff and Program Manager on an as-needed basis to assist with projects and tasks including, but not limited to checking accuracy of communications and documents, data entry, general research, managing calendars, and brainstorming.

Requirements:

QUALIFICATIONS:

• Minimum of 1-2 years experience working an administrative job.
• Associates or Bachelors Degree preferred
• Demonstrated experience working in a hybrid position with remote days.
• Strong organizational, follow-up, and time management skills with careful attention to detail.
• Ability to multitask, prioritize assignments, and take initiative in a fast-paced, highly productive office environment.
• Ability to complete work well with limited supervision and under pressure.
• Demonstrated judgment and discretion in handling confidential matters.
• Detail-oriented, methodical worker able to follow set processes and input data with a high level of accuracy.
• Must have a clear understanding of how to organize information into spreadsheets, and the ability to create and maintain a spreadsheet. Basic formula knowledge preferred.
• Ability to work as a team player! We are a small organization and rely on each other heavily.
• A passion to work in the nonprofit sector and curiosity to learn and understand the mission of our organization.
• Proficiency with Microsoft Windows operating system, Word, Excel, G Suite (Google Docs, Sheets, Slides), Zoom (Breakout Rooms, Polls, Recording) and Adobe DC. Experience with Salesforce is a plus, though not required.

• Answer phone calls with proper call screening, forwarding, and message taking.
• Be the point of contact for inquiries from the general public and provide relevant program information over phone or email, while maintaining an inquiry tracking system.
• Assist with opening mail, processing checks and invoicing.
• Detailed note taking during meetings & sharing notes with attendees.
• Administrative tasks related to our training program:
• Provide administrative support for our CE Program (Tracking attendance at trainings, creating certificates and sending certificates to participants)
• Providing administrative support on Zoom Trainings (managing breakout rooms, polls, recordings etc)
• Communicating with attendees, sending out materials
• Preparing contracts for all trainers and host organizations (under oversight of ED), send for signature, and attach to salesforce
• Attending planning meetings with external organizations and assisting with contracting and collaborative projects
• Preparing training materials and organizing logistical support prior to the event (slideshows, exercise handouts, zoom links, registration forms.)
• Assist in liaising between CMC:Foundation for Change admin team, trainers, and host organization to plan, organize, and execute trainings
• Track and maintain a tracking document of all upcoming trainings including who is facilitating.
• Coordinate and book travel for trainers; organize trip itineraries
• Updating Salesforce with training information
• Fundraising Tasks
• Assisting with managing guest lists and communications for fundraising events
• Assisting with mailing campaigns (stuffing envelopes, creating labels, etc)
• Grant research and assistance in completing grant applications
• Updating Salesforce with donor information
• Providing additional support for Executive Staff and Program Manager on an as-needed basis to assist with projects and tasks including, but not limited to checking accuracy of communications and documents, data entry, general research, managing calendars, and brainstorming