Administrative Coordinator

ORGANIZATION SUMMARY 

211 Utah, supported by United Ways of Utah, is the state's leading resource network connecting Utahns in need with local health and social services. United Way of Salt Lake, 211 Utah (Salt Lake City team), and Promise Partnership Utah are part of the Utah’s Promise organization. Together, we are committed to 100% kids and families thriving. 

Our workplace is fast-paced, friendly, adaptive, and grounded in our core values: relationships, continuous improvement, results, and equity. We offer competitive compensation including a comprehensive benefit package, generous paid time off, and flexible schedules. People with diverse backgrounds and abilities are encouraged to apply.

POSITION SUMMARY

The Administrative Coordinator plays a critical support role for Utah’s Promise and United Way of Salt Lake, leading out on a comprehensive administrative strategy supporting the 211 Managing Director and the Chief Impact Officer. This position is integral to the efficient operation of the 211 team, facilitating departmental processes, communication, and culture-building initiatives. The Admin Coordinator organizes and manages departmental meetings, supports program and technology initiatives, streamlines communication across teams. In addition, the role proactively coordinates with other departments and community partners to align resources, ensure project continuity, and support cross-departmental goals. This position requires strong organizational skills, attention to detail, and the ability to anticipate and respond to evolving administrative needs within the organization and the community.

 
PRIMARY TASK

Leads out a comprehensive administrative strategy with the 211 Managing Director, 211 Department, and the Chief Impact Officer, as well as coordinates with other departments and community partners to align resources, ensure project continuity, and support cross-departmental goals

 
ESSENTIAL FUNCTIONS

Executive/Administrative/Operational Support

1. Serve as a primary point of contact for the 211 Managing Director and Chief Impact Officer at Utah’s Promise

2. Coordinate scheduling and calendar management by arranging meetings, appointments, and events, while also managing the 211 Managing Director and the Chief Impact team calendars to help prioritize key activities and anticipating needs to streamline operations and strategic priorities. 

3. Coordinate and arrange conference travel and accommodation for 211 Managing Director, Chief Impact Officer, and 211 department staff and partners.

4. Coordinate onboarding for 211 new team members in collaboration with the Operations Director and People in Culture.

5. Coordinate celebrations, recognitions, and other activities to support department morale and foster a positive team culture.

6. Organize department administrative processes, ensuring staff have access to necessary materials and tools.

7. Organize and maintain both electronic and paper files, ensuring accurate data entry and retrieval of important records.

8. Leads coordination with Managing Director in creation and organization of meeting materials such as presentations.

9. Leads coordination with 211 Department on managing grants, contracts, and partnership agreements.

10. Leads coordination for department and committee meetings.

11. Manage logistics for statewide, departmental, and team retreats.

12. Leads coordination on the processing of invoices, expense reports, and reimbursements, while monitoring department budgets to ensure spending aligns with organizational goals.

13. Leads out on project and event coordination, in the planning and execution of projects, in tracking timelines, and ensuring that resources are available when needed.

14. Serve as the primary point of contact managing calls, emails, and mail, and drafting and editing correspondence, reports, and presentations to ensure clear communication within the department.

15. Ensure adherence to organizational policies and procedures, maintaining confidentiality and supporting internal audits when required.

Emergency Response Support

1. Assist the Operations Director in maintaining a list of internal and external volunteers for emergency and disaster response, tracking frequency of training for each staff member or volunteer

2. Provide additional support during emergencies or disasters as needed.

Other Duties as Assigned

1. Flexibly respond to additional duties and evolving needs within the 211 and Promise Partnership teams.

REQUIRED COMPETENCIES

• Organizational and Time Management Skills: The ability to prioritize tasks, manage multiple schedules, and meet deadlines is fundamental to keeping operations smooth and efficient.

• Communication and Interpersonal Skills: Strong written and verbal communication skills are necessary for clear and professional interactions with internal teams, leadership, external partners, and the public.

• Attention to Detail and Accuracy: Precision in tasks such as data entry, budget tracking, and record-keeping is crucial, as even small errors can have significant impacts on operations and finances.

• Problem-Solving and Adaptability: A proactive approach to problem-solving and the flexibility to adapt in dynamic or high-pressure situations allow the coordinator to respond effectively to changing needs and unexpected challenges.

• Technical Proficiency in Administrative Tools: Proficiency with software tools like Microsoft Office Suite, scheduling systems, data management platforms, and any relevant organizational software is essential for efficient task completion and information management.

• Confidentiality and Professional Ethics: Given access to sensitive information, this role requires a high degree of discretion, professionalism, and adherence to organizational policies on confidentiality.

QUALIFICATIONS

• - A minimum of 3 years of relevant work experience.

• - Proficient with Microsoft and Google suites.

• - Experience with project management preferred.

PHYSICAL REQUIREMENTS 

The person in this position is regularly required to communicate clearly in oral and written formats. Must be able to transcribe, read extensively, and prepare digital marketing content for computer use. Frequently communicates with internal and external stakeholders; must be able to exchange accurate information. The person in this position must occasionally move about the office to access files, equipment, and materials.  

COMPENSATION & BENEFITS

The position is a full-time, exempt position with full benefits. $43,000-57,000. Salary commensurate with experience. UWSL/UP provides a wide range of benefits, including:  

• Competitive medical, dental, vision insurance • 6% retirement match • Life, accidental death, and long & short-term disability insurance • FSA • HSA contribution • Free on-site gym & bike storage • Paid parking or public transportation subsidy • Two weeks paid office closure (December & July) • Generous PTO & Health time • Paid parental leave • Onsite coffee shop & café • Paid time to volunteer  

How to apply: Please apply directly through our careers page via the link provided - https://recruiting.paylocity.com/recruiting/jobs/Details/4109372/Utahs-Promise/Administrative-Coordinator