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Administrative Coordinator

Cedar Rapids, Iowa, IA

Job Information:

Major Function and Purpose
Performs administrative and office administrative activities, and directly supports the executive director.
Essential Job Functions
  • Serve as the primary database administrator using DonorPerfect fund raising software:
    • Pull lists
    • Generate reports
    • Update donor and member information
    • Produce acknowledgement letters
    • Issue membership renewal letters
  • Serve as the primary manager of THC’s website; keep it up-to-date and relevant
  • Gather materials for the quarterly newsletter, work with printer/designer, and assure it is distributed timely
  • Work with Historian and Curator to arrange all details for programs events, including:
    • Locations
    • Hospitality
    • Promotion
    • Ticket sales, requiring attendance at events

  • Coordinate logistics of fundraising events such as “Satirical Undertaking”
  • Be responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex meetings
  • Coordinate the activities of volunteers
  • Answer phones and direct all incoming calls to appropriate party promptly and efficiently
  • Handle telephone & email inquiries and respond as appropriate
  • Distribute mail to staff
  • Oversee general office operations
  • Maintain the Executive Director’s calendar to maximize Executive Director’s time efficiency; Coordinate the Executive Director’s schedule (both personal and History Center related) and update his calendar accordingly
  • Assist the Executive Director in preparing and distributing meeting agendas and collateral materials in advance
  • Process incoming checks, online payments, credit card payments, etc.
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • Assist the Executive Director on projects related to Board activities
  • Arrange meeting facilities and amenities
  • Update mail/phone directories/routing information
  • Update Board information
  • Keep inventory  and order office supplies
  • Participate in other activities at the discretion of management, other duties as assigned
Minimum Qualifications
  • Two year associate degree (four year preferred)
  • Minimum of two years of office management or administrative assistant experience
  • A commitment to the mission of The History Center
Knowledge, Skills and Abilities.  
  • Knowledge of office administration practices and procedures
  • Demonstrated principles and practices of sound business communication
  • The capacity to use correct English, including spelling, grammar and punctuation and have the ability to compose correspondence from brief instructions
  • Excellent organizational skills
  • Keen attention to detail and a tolerance for working on multiple projects simultaneously
  • Project management experience a plus
  • Experience managing databases, DonorPerfect experience a plus
  • Experience with website management, Wordpress experience a plus
  • Social media savvy
  • The ability to maintain the highest level of confidentiality
  • The ability to understand and follow written and oral instructions
  • A knack for setting priorities
  • Initiative
  • The capacity to exercise sound independent judgment within areas of responsibility
  • An upbeat, positive, outgoing, personable demeanor and able to relate well with diverse populations and age groups
  • A demonstrated commitment to completion of projects on a timely basis
  • Excellent verbal skills
  • Sense of humor
  • The ability to work well under pressure
  • A high level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel and MS PowerPoint to create complex documents and materials requiring the interpretation and manipulation of data
  • Outstanding keyboard skills
  • Capacity to lift and maneuver at least 20 pounds
  • A valid Iowa driver’s license
  • Some knowledge of budgeting, record keeping, filing and purchasing practices and procedures
  • The ability to work some weekends and evenings as requested and required

Applying for:

Administrative Coordinator

The History Center

Application Instructions

To apply, send cover letter, resume and the names and contact information of three professional references to: jason@historycenter.org or mail this information to Jason S. Wright, Executive Director, The History Center, 716 Oakland Road NE, Suite 103, Cedar Rapids, Iowa 52402 Position is available January 1, 2018. Applications will be accepted until the position is filled.

Apply by Email

Applying for:

Administrative Coordinator

The History Center

(.DOC, .DOCX, .PDF, .RTF, .TXT, .ODT, .PAGES, .WPS up to 2MB)

Apply by Mail

716 Oakland Road NE, Suite 103, Cedar Rapids, Iowa 52402

Posted 12/06/17

Job ID: 62686