Position Title: Project/Office Coordinator Reports To: Buffalo Director of Office Operations and ProgramsEmployee Status: Full Time, Exempt Location/Office: Buffalo, NY GENERAL STATEMENT OF RESPONSIBILITIES:With supervision and direction from the Buffalo Director of Office Operations and Programs, the Project/Office Coordinator provides support to select projects and ensures the smooth functioning of CAI's Buffalo office. This includes managing the day-to-day operations of the office and acting in the capacity of the primary contact for management of office lease agreement and communications with leaser, vendor identification and management (e.g., office cleaning, copy machines, snow removal services), facilities management, and ensuring staff have the materials and resources they need to function optimally (e.g., office supplies, copying, IT hardware/software and support). MAJOR TASKS AND RESPONSIBILITIES (include, but are not limited to):Office Coordination Responsibilities
- Ensure office operations and procedures are implemented, correspondences are controlled, filing/storage systems are designed, supplies are ordered, and mailing, shipping, and equipment requisitions are reviewed and approved.
- Manage process for obtaining bids, negotiation pricing, selecting, and contracting with office vendors, service providers, and landlord.
- Manage relationships with landlord and vendors, including contracting, invoicing, and payment, ensuring that all items are invoiced and paid on time.
- Support onboarding of new employees, including setting up building IDs/Keys, parking, office/desk assignment, supplies procured, preparing work stations with IT, and making sure all onboarding tasks are complete with HR.
- Support the development and implementation of procedures and standards to guide the efficient operation of the office in accordance with CAI standards.
- Act as a point person for questions or issues (e.g, building maintenance, building access, power outage, staff seating assignments) in the office and escalate if needed to supervisor.
- Maintain up-to-date staff member office/seating chart and telephone extensions and staff schedules.
- Maintain a welcoming, safe, and secure working environment and provide general support to visitors.
Training, Technical Assistance, Meeting, and Event Coordination and Support Provide coordination and support to project teams in planning and delivery of in-person and web-based training and technical assistance (TTA), meetings, and events (e.g. virtual - instructor-led training (V-ILT), face-to-face classroom training, webinars, learning collaboratives, presentations, and conference exhibits), which may include the following tasks: General Responsibilities
- Schedule in-person and virtual training, TA, and meetings.
- Implement processes for facilitating registration and cancellations of participants using online registration system(s) and responding to, and trouble-shooting, participant registration, and cancellation questions.
- In coordination with Clinical Division staff, prepare and manage continuing education applications and training attendee credit requests.
- Prepare training materials using JobMaster and/or by facilitating printing and forwarding to participants via email or US postal service.
- Make travel arrangements for training staff and/or participants as required.
Virtual Instructor Led Training (V-ILT) Producer Using Zoom and/or other virtual learning platforms, the producer works as part of the training team, in concert with trainers, to cover all the technical elements of the training to make the V-ILT session run smoothly, allowing the facilitator to deliver the session objectives and guide the learners through the session content. Tasks may include:
- Schedule and facilitate training team practice runs and training debriefs.
- Load before the event and run polling during the event.
- Guiding participants through an introduction to use of technology.
- Onboard participants and presenters/trainers (e.g., audio checks, on-boarding late participants) during the event.
- Troubleshoot and address participant and trainer technical issues during the event (e.g., muting microphones to mitigate background noise) as they arise.
- Create and run break-out sessions during the event.
- Share links to tasks and documents during the event.
- Download and file/post/disseminate chats, polls, archived products, and recordings of virtual training, meetings, and events as identified.
- Record and facilitate editing of training events for dissemination.
In-person Trainings and Meetings
- Identify and secure in-person meeting venues, negotiating on space and price.
- Ensure set-up of meeting space is implemented according to lead trainer instructions.
- Work with IT to ensure all AV equipment (e.g., laptop, microphones, screens) are available for day of training.
- Order food and refreshments, as allowed, and
- On the day of training, support trainer in ensuring all equipment, room set-up, and materials are set up and provide support to participants and training team throughout (e.g., registration table, printing materials, working with venue staff)
Project Management Support
- Assist project team, as identified, with fostering communication with funder and partner organizations.
- Manage the process for hiring of consultants, ensuring that completed paperwork is provided to finance and human resources staff.
- Facilitate communication among and schedule meetings of project staff via Microsoft teams or Zoom or in-persons.
- Keep accurate and organized records of meeting minutes and project activities using QuickBase and Sharepoint.
- Work with project director, project staff, and finance department to organize and manage project expenses using Intacct, including reconciling expenses on a monthly basis.
- Order supplies.
- With support from IT troubleshoot and address IT challenges among project team.
- Travel for project-related events, meetings, and trainings as needed.
- Manage internal SharePoint site to share and update materials with project staff.
- Keep up-to-date and current via research and personal learning on topics relevant to the project and for the technology needed for the project.
- Perform other duties as assigned.
MINIMUM EDUCATION, EXPERIENCE AND OTHER SKILLS REQUIRED:
- Bachelor's degree or equivalent related work experience.
- Previous office administrative experience.
- Good communication and interpersonal skills.
- Excellent problem-solving abilities.
- Attention to detail.
- Time management skills with a sense of urgency.
- Strong organizational and multi-tasking skills.
- Knowledge of Microsoft Office Suite, especially Word, Excel, PowerPoint, Outlook, Zoom or other virtual meeting software, and QuickBase or other project management software
PHYSICAL DEMANDS:These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Project/Office Coordinator's job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Project/Office Coordinator's job.While performing the Project/Office Coordinator's responsibilities, the employee is required to talk and hear. This position requires the employee to be on-site at a CAI office. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times. Vision abilities required by this job include close vision. This job description is intended to convey information essential to understanding the scope of the Project/Office Coordinator's position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.COMPENSATIONThe salary for this position is $65,000. CAI offers a generous benefits package including:
- Medical, dental and vision insurance
- Employee Assistance Program (EAP)
- Flexible spending Account (FSA)
- Dependent Care Account (DCA)
- Transit Reimbursement Account
- Life Insurance - company sponsored up to $50,000
- Long term disability (LTD)
- Short term disability (STD)
- 401K retirement plan after three (3) months of employment
- 401K company match of up to 3% of salary after the completion of one (1) year of service
- Semi-monthly payroll, the 15th and last day of each month
Vacation and Leave benefits:
- 11 Holidays per year
- 2 Personal days year
- 12 Sick days per year
- 10 Vacation days per year to start
- 1 Cancer Screening Day per year
- Bereavement Leave
- Jury Duty Leave
- CAI is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.