Community Investments Administrator (Finance)

Summary:

The Community Investments Administrator will work with leadership and team members, as well as community members, vendors, and partners, to strengthen internal capacity and processes. This administrator will perform administrative support and coordination for the VP of Community Investments and support the entire department in day-to-day-operations. In addition, provides support to internal staff, external stakeholders, partners, and community members through scheduling, purchasing, and logistics coordination that ensures event sponsorship, meetings, group sessions, convenings, and cultivation activities have the necessary attendance and resources to be effective, including in-person event coordination. Discretion and diplomacy are required as this position may handle confidential and sensitive information.

Salary:

Annual Salary rate begins at $58,810.00. Mid range at $73,513.00. Actual starting rate will be commensurate with experience and education.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Essential Duties:

• Executive Support: Prepare the Senior Executive for daily responsibilities by prioritizing and organizing tasks to meet deadlines across multiple projects. Ensure the executive is equipped with all necessary information and materials.
• Risk Management: Proactively identify, assess, and manage existing and emerging risks associated with executive activities. Ensure that risks are effectively measured, monitored, and controlled.
• Communication: Act as the primary point of contact for external contacts, ensuring consistent and proactive communication. Handle calls, emails, and correspondence on behalf of the executive. Maintain and update executive files, calendars, and contacts.
• Meeting & Event Coordination: Plan and coordinate all aspects of meetings and events, including scheduling, invitations, participant registration, travel arrangements, accommodations, materials distribution, and on-site logistics. Ensure all events comply with legal, insurance, and health and safety requirements.
• Event Travel: Travel regionally to support and oversee event execution, including on-site coordination and troubleshooting. Ensure smooth operations and address any issues that may arise during the event.
• Presentation & Reporting: Prepare, update, and polish presentations, reports, and spreadsheets. Assist in creating high-quality PowerPoint presentations that effectively communicate key information.
• Administrative Tasks: Perform various administrative duties, including copying, drafting and screening correspondence, and maintaining executive and internal operations records and files. Ensure all tasks are completed efficiently and effectively.
• Budget & Expense Management: Monitor assigned department budgets, prepare purchase requisitions, process expense reports, and handle check requests to ensure accurate and timely financial management.
• Sponsorship Administration: Manage sponsorship-related activities, including filling tables, creating event sheets, and coordinating with Communications Department to ensure all commitments are met and documented.
• Event Coordination: Lead the coordination of event logistics, including vendor management, setup, and troubleshooting. Organize facilities and manage event details such as décor, catering, entertainment, transportation, and promotional materials. Conduct pre- and post-event evaluations to assess outcomes.
• Confidentiality: Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Additional Duties: Undertake additional tasks and responsibilities as assigned to support the Senior Executive and ensure the smooth operation of the department.

Required Skills:

• Organizational & Leadership: Exceptional organizational skills with strong leadership abilities and a positive, collaborative approach to working with peers and external partners.
• Communication: Excellent written and verbal communication skills with a high degree of accuracy and attention to detail.
• Independence & Collaboration: Self-starter capable of working independently while also being effective in team settings.
• Process-Oriented: Demonstrated ability to bring clarity and direction to ambiguous tasks and assignments, with a focus on process improvement.
• Reasoning & Problem Solving: Strong ability to prioritize multiple assignments, manage conflicting deadlines, and solve practical problems by collecting and analyzing data. Proficient in interpreting various forms of instructions, including written, oral, diagrams, and schedules.

Additional Desired Skills:

• Experience in event planning is preferred
• Knowledge of with healthcare and clinical operations

Education/Experience:

High school or general education diploma (GED); four years' experience in an administrative role working with senior level management required. Associate degree or bachelor's degree in business administration, communications or public relations preferred.

Language Ability:

Ability to effectively build strong relationships and work with all levels within the organization.

Ability to read and interpret documents and instructions. Ability to write reports, develop correspondence, and memos from draft, copy or dictation. Ability to effectively present information and respond to questions from the executive team, managers, team members, clients, and the general public. Fluent in English required; Spanish bilingual preferred.

Certificates and Licenses:

Certified Professional Secretary (CPS), Certified Executive Assistants (CEA), Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), Certified Special Events Professional (CSEP), Certified Meeting Professional (CMP) Certification preferred.

Computer Skills:

Excellent with Microsoft Office Suite. Ability to demonstrate working knowledge of the Internet, Outlook, PowerPoint, Adobe Acrobat Pro, Word and Excel applications.

Travel:

Ability to travel up to 20% of the time to community partner sites, MHM clinic and program sites, convenings, and conferences, including overnight stays. Must work some evenings and weekends as job duties may require. Must be able to drive and have access to a vehicle; maintain valid driver's license and auto liability insurance.

Other:

• Professionalism: Expected to maintain a high level of professionalism in all interactions and be knowledgeable about MHM's services.
• Availability: Must provide flexible and after-hours support when necessary.

Work Environment and Physical Demands:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

May require some evening/weekend work.