Job Title: Office Coordinator Johnson Center for Philanthropy
Classification: C3
Department: Philanthropy Center
Updated: January 2019

Job Summary

Coordinates a variety of duties for a department/office/division in which discretion and/or judgment concerning the procedures to use or policies to follow is required.

Responsibilities

Essential Functions:

• Performs scheduling and managing of calendars, scheduling meetings and preparing correspondence, both internal and external.
• Prepares proposals, and memorandums of understanding with external clients for both long-term and short-term projects.
• Prepares independent contracts for work with vendors for both long-term and short-term projects.
• Edits and proofreads correspondence, reports and materials for the JCP staff which demonstrates ability to communicate understanding of the nonprofit and philanthropic sectors.
• Coordinates internal and external events, meetings and program functions for JCP staff.
• Acts as liaison with inside and outside contacts in preparing meeting materials, minutes, program communications, updates and other support functions related to the JCP.
• Prepares reports and correspondence for presentation to The Johnson Center leadership team.
• Provides administrative support regarding all aspects of planning and implementation of the grant reporting for JCP grants. Tracks multiple grants and reporting requirements; initiatives and drafts grant narrative reports.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits and submits materials for internal/external communications.
• Manages project processes from the proposal stage through the invoicing and payment collection stage.
• Maintains, processes and manipulates data on a personal computer using work processing, database, and spreadsheet applications. Learns and uses new technologies to improve processes.
• Compiles data and materials for presentations and proposals.
• Supports the work on JCP program areas and products, including Community Research Institute, the Foundation Review, LearnPhilanthropy, The Grantmaking School, Nonprofit Services, The Frey Chair for Family Philanthropy, and the W.K. Kellogg Chair for Community Philanthropy.
• Manages student schedules, training, orientations and workflow.
• Other related duties as assigned.

Non-Essential Functions:

• None

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Demonstrated experience to successfully work under pressure and meet deadlines. 
• Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Demonstrated experience to successfully to use various computer software applications.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
• Excellent grammar and proofreading skills.

Preferred Qualifications:

• Some college course work.
• Higher education experience.
• Supervisory experience.
• Understanding of the nonprofit and philanthropic sectors.

Supervision Received:

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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