Program Coordinator, Member Services

  • California School Boards Association
  • 3251 Beacon Blvd, West Sacramento, CA, USA
  • Jun 02, 2021
Full time Admin-Clerical Business Development Customer Service Education Nonprofit-Social Services

Job Description

  • SUMMARY

    Under the general supervision of the Director, Conferences, provides a variety of administrative coordination and support requiring thorough knowledge of the department, its procedures and operational details; provides administrative support to departmental staff; composes and prepares correspondence using considerable judgment in content and style. The coordinator is responsible for the execution of department and program activities for the Organization that support objectives that are aligned with CSBA’s values. The position works collaboratively with key partners to provide services with regards to program coordination, facilities, planning and organizing of events. The position also performs skilled word processing, data entry, and typing; provides information to the public and staff; acts as department lead for annual events; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.  

     

    ESSENTIAL DUTIES & RESPONSIBILITIES

    • Provides routine administrative support to Director, Conferences, managers and staff, which may include assisting with duties of a complex, confidential, or sensitive nature; acts as liaison between management and other staff or the public.  
    • Promotes the mission and values of the Association through portrayal, living, modeling, and exhibiting the Association’s values of integrity, collaboration, excellence, accountability, innovation, respect, and service; uses tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; establishes, maintains, and fosters positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
    • Supports the planning, organizing, coordination and execution of Association conferences, events and member related activities. 
    • Coordinates and maintains multiple calendars and schedules and departmental meetings and appointments.
    • Coordinates and schedules meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and information packets, setting up the room or online meeting links, and taking and transcribing minutes for assigned program committee, follows-up with members on after-action items.
    • Organizes, prepares, and carries out administrative assignments, researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; prepares, writes, and assembles reports, manuals, articles, announcements, presentations and other information materials.
    • Coordinates, promotes and evaluates annual events/programs; develops and monitors project timelines; coordinates and facilitates meetings for department staff and vendors; organizes event tickets sales; and drafts promotional materials.
    • Contributes to the development of and coordinates virtual platforms for conferences, seminars, workshops, events, meetings, training programs, and member agency related activities. 
    • Coordinates nomination and application scoring for events/programs; recruits and train judges; presents final scores to managers for review; and communication selection results to applicants; Coordinates meeting logistics, including room reservations food and beverage, A/V-IT and set-up.
    • Collaborates with departmental staff, between CSBA departments and with outside partners and vendors.
    • Assists with agenda and programmatic continent preparation and distribution for events and committee meetings.
    • Composes and prepares correspondence and presentations.
    • Proofreads documents to ensure accuracy of copy, grammar, punctuation, and spelling. Makes revisions and finalizes documents for distribution.
    • Maintains working relationships with community agencies, organizations and outside vendors.  
    • Analyzes policies and procedures to improve program efficiency and effectiveness.
    • Develops, maintains and administers programmatic and department budgets; monitors budgets, processes expenditures, and coordinates with CSBA accounting staff to ensure prompt and accurate payments; generates financial, annual reports, and budgets as appropriate.
    • Provides administrative support to department activities; writes, composes, types, edits, and proofreads a variety of documents; prepares programs and brochures; PowerPoint presentations, etc.
    • Designs and implements filing and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up files and records for the AED.
    • Operates a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones.
    • Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for department head approval.
    • Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
    • Demonstrates respect, honesty and professionalism at all times. 
    • Adheres to an established work schedule and the organization’s timekeeping practices. 
    • Performs other duties as assigned.

     

    SUPERVISORY RESPONSIBILITIES

    • This position has no supervisory responsibilities.

     

  • Requirements

    QUALIFICATIONS

    Knowledge of:

    • Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA.
    • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
    • Procedures for planning, implementing, and coordinating a variety of events, training programs and activities.
    • Project management and event planning principals.
    • Best practices of member associations and organizations.
    • Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
    • Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
    • Computer applications related to the work, including word-processing, database entry and management, spreadsheet applications, and calendaring/scheduling programs.
    • English usage, grammar, spelling, vocabulary, and punctuation.
    • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

     

    Ability to:

    • Understand the organization and operation of the Association and of outside agencies as necessary to assume assigned responsibilities.
    • Perform responsible application of specialized program-related knowledge to support organizational unit with accuracy, speed, and general supervision; interpret, apply, and explain administrative and departmental policies and procedures; provide customer service for program-related inquiries and related requests.
    • Plan and prepare event program schedules, staffing schedules, project timelines, reports and other related materials.
    • Use English effectively to communicate in person, over the telephone, and in writing.
    • Compose correspondence, reports and presentations independently or from brief instructions; provide research, analysis, and summarize findings; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
    • Apply knowledge and demonstrate critical thinking skills, lead and coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

     

    EDUCATION & EXPERIENCE

    • Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting, or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings.  Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable.  

     

    ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

    • Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. 
    • Employee is personally responsible for following health and safety guidelines, instructions, and policies.
    • Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
    • Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
    • Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
    • May be required to travel throughout the state of California. 
    • May be asked to work occasional overtime, evenings, nights, weekends, and holidays for activities that are required to be done after-hours.
    • Limited vacation during peak periods.

     

    LICENSES & CERTIFICATIONS

    • Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.