Job Post: Administrative Support Coordinator

JOB POSTING for position at COALFIELD DEVELOPMENT, a 501(c)3 nonprofit organization.

DATE REVISED: 12/22/2022 | DATE POSTED: 01/13/2023

Learn more about this position

Title: Administrative Support Coordinator
Team:Finance Team & Human Development Team
Hourly or Salary: Salary
Safety Sensitive: No
Compensation: $38,000 – $42,000
Reports To: Sam Sarcone, Chief Financial Officer & Kelli Crabtree, Chief Human Development Officer
Direct Reports: None
FLSA Status: Exempt – Administrative
Time Status/Term: Full-Time

POSITION SUMMARY AND OBJECTIVE

The Administrative Support Coordinator facilitates the efficient operation of the Human Development Team and Finance Team by performing a variety of clerical and administrative tasks.

ABOUT COALFIELD

Visit us online to learn more about us:

WHY WORK AT COALFIELD?

You will have a sense of purpose that can only come from serving others, being the change you want to see in the world, and being involved in creative solutions to the world’s problems.

You will feel a sense of comradery and belonging that can only come from working alongside a passionate, diverse, quirky, eclectic, and compassionate team of personally and professional invested individuals.

If this is the type of career you want, then read on.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

  • Provides high-level administrative support and assistance to the Chief Financial Officer and Chief Human Development Officer and their respective teams.
  • Performs clerical and administrative tasks including proofing or drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
  • Creates, scans, sorts, and files documents and records related to office activities, business transactions, and other matters.
  • Data entry.
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
  • Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Run errands to the post office, to deposit funds at the bank; pick up snacks, supplies, etc.
  • Answers and transfers phone calls and emails, screening when necessary.
  • Welcomes and directs visitors.
  • Transcribes legal documents and confidential reports; acquires official signatures as required.
  • Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
  • Prepares agendas and schedules for meetings.
  • Records and distributes minutes or other records for meetings.
  • Maintains office supplies and coordinates maintenance of office equipment.

Competency - knowledge, skills, and abilities

  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Proficient in Microsoft Office Suite.
  • Excellent organizational skills and attention to detail.
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  • Ability to type 60 words a minute.
  • Ability to produce and proofread business documents like email, memos, contracts, etc.
  • Ability to maintain confidential information.
  • Ability to work independently, identifying and solving problems proactively.
  • Ability to organize and prioritize work.

SUPERVISORY RESPONSIBILITIES

None

Work Location and Hours of Work

  • ● This position is based in the Huntington, WV Coalfield office. The chosen candidate must have reliable transportation to regularly attend work at the office and other locations, as required.

  • Some travel is required to meetings.

  • The normal work week is Monday through Friday from 8:00 AM to 5:00 PM.

Environment Conditions, Physical Activity, Physical Demands

  • Prolonged periods sitting at a desk and working on a computer.

  • Must be able to lift up to 15 pounds at times.

TRAVEL AND TRANSPORTATION REQUIREMENTS

Candidates must provide reliable transportation to their primary work location. Coalfield has a limited fleet of vehicles and frequently carpools to minimize travel burdens on employees. Travel expenses (excluding commutes) may be reimbursed per Coalfield’s policies and procedures.

REQUIRED EXPERIENCE AND EDUCATION

  • Associate’s degree

  • Two to four years of experience in an administrative role.

PREFERRED EXPERIENCE AND EDUCATION

  • Human resources experience

  • Finance/accounting experience

  • Nonprofit organization experience

Additional eligibility requirements

  • None.

EEO STATEMENT

Coalfield Development Corporation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

BACKGROUND OR DRUG TEST

Candidates for this position will be required to pass a drug test as a condition of employment. Candidates for this position will be required to have a background check as a condition of employment due to access to sensitive information.

Standard Employment Application

Fill out and submit this online form.  Or download the printable application at the bottom of the page.

General Information

Education





Skills

Work Experience



Authorization and Acknowledgements

I affirm that the information I have provided in this application is true to the best of my knowledge, information, and belief, and I have not knowingly withheld any information requested. I understand that withholding or misstating any information requested in this application is a ground for rejection of my application, and if hired is grounds for discharge. This is true of information provided during the interview process as well. This application is valid for 30 days, after that time I must reapply for consideration.

I authorize Coalfield Development to verify my references, record of employment, education record, and any other information I have provided. Unless otherwise noted, I authorize the references I have listed to disclose any information related to my work record and my professional experiences with them, without giving me prior notice of such disclosure. In addition, I release the company, my former employers and all other persons and entities, from any and all claims, demands or liabilities arising out of or in any way related to such inquiry or disclosure.

I understand, that as a final candidate for hiring by Coalfield Development, I will receive a conditional offer for employment based, in part, on my consent and voluntary submission to a drug test. If I refuse to take that test or test positive, I will not qualify for employment and any employment offer extended will be withdrawn.

If I am hired, I understand that either Coalfield Development or I can terminate my employment at any time and for any reason, with or without cause and without prior notice. I understand that no representative of Coalfield Development Corporation has the authority to make any assurance to the contrary.

Once employed I will be provided with the company policies and understand it is my obligation to obey and stay up to date on policies that include but not limited to the Personnel Manual, Drug Free Workplace Program, Safety & Health policy, program guidelines and financial policies.

Coalfield Development Corporation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Candidates will be required to pass a background check and/or drug test as a condition of employment.

While all applications are appreciated, only those candidates selected for an interview will be contacted.

Download Printable Employment Application

Print and complete the paper application and email, mail or hand deliver.  
Mail: 2923 Park Ave. Huntington, WV 25704