The Wisconsin Policy Forum and Milwaukee Community Justice Council are jointly seeking an Administrative Coordinator to support the efficient operations of both organizations. WPF houses the CJC Executive Director and associated staff; the two organizations are co-located in the Milwaukee office, which supports the sharing of a position. This position will work closely with and under the guidance of the WPF Director of Business & Community Operations and the CJC Executive Director.
This position will support administrative and program coordination activities for both organizations and therefore the ability to multitask and maintain schedules and manage aspects of multiple projects will be essential in this position. The ideal candidate for this job will work well both independently and in a collaborative environment, will be resourceful, organized, and a good problem solver. This will include a variety of current and future projects ranging from community outreach and engagement activities to the improvement of internal operations, and other strategic priorities. The successful applicant will have an exciting opportunity to take part in all the elements of nonprofit management and to gain knowledge of nonprofit fund development strategies and practices.
Administrative and Coordination Responsibilities
- Provide administrative and coordination support, including scheduling and preparing, printing, or disseminating materials for various standing and ad hoc meetings as assigned.
- meeting and event logistics; print and maintain materials, registration lists and name tags; collect names for tables at events.
- Assist WPF Director of Business & Community Operations with implementation of membership and development strategies, including scheduling meetings with prospective donors and maintaining executive board and member communications and materials.
- Create meeting agendas and take detailed meeting minutes as assigned.
- Proofread and edit written meeting materials to ensure accuracy.
- Manage office communications including fielding phone , emails, traditional mail, social media and requests for both Directors.
- Provide organizational support to the CJC including developing a filing system, creating spreadsheets and tools for tracking and project management as needed.
- Facilitate or maintain relationships with external clients, partners, or stakeholders on behalf of WPF and the CJC
- Maintain and update membership records, including email distribution lists; send acknowledgement letters as needed.
- Maintain office supplies (in both Milwaukee and Madison offices) by checking inventory and ordering items.
- Manage credit card bill receipts and other invoices; maintain files for both.
- Assist with collecting, analyzing, and disseminating program data and support grant reporting.
- Assist in identifying, preparing and submitting grants or other funding applications, as well as tracking data and grant reporting.
- Provide general website maintenance and document uploads to the CJC website using a web content management system (TitanCMS) (html skills are not required).
- Coordinate maintenance of office equipment, including computers, copy machines and fax machines.
- Maintain and organize all HR files; ensure that all employees are up to date on relevant paperwork; organize paperwork for new and departing employees.
- Handle sensitive information in a confidential manner.
Support Operational Goals of WPF and CJC
- Learn about the mission and projects of both organizations to assist in providing thorough administrative and coordination support.
- Consolidate updates and track progress on key initiatives and special projects for both organizations.
- Facilitate smooth and open cross-functional communication, escalating matters as necessary and directing correspondence to the appropriate staff members as necessary.
- Act as a thought partner to the President of WPF and the Director of the CJC and other staff at both organizations.
Education and/or Experience
A minimum of three (3) years of experience in an administrative assistant or coordinator to a C-level executive. A minimum of a high school diploma; a bachelor’s degree is preferred. Years of education may be considered for experience.
Knowledge, Skills, and Abilities
- Knowledge and competence in administrative and project coordination practices, database management, and Microsoft Office suite. Experience with Google suite is also a plus.
- Ability to manage multiple responsibilities.
- Detail oriented and comfortable working in a fast-paced office environment.
- Well-developed interpersonal and both written and verbal communication skills
- Ability to be creative strategic and innovative
- Ability to work independently, as a member of a team, and as a leader. WPF and the CJC value and work hard to maintain a productive, respectful, and collegial staff culture. All positions require a positive, “can-do” demeanor.
- Ability to work with diverse groups and to demonstrate sociocultural sensitivity and awareness.
- Knowledge of office administrative procedures and operation of standard office equipment
- Knowledge of HR and financial administration, a plus
- Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
- Ability to lift up to 10 lbs.
Competencies
- A well-organized individual with high ethical standards and ability to prioritize competing objectives
- Displays strong attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Demonstrates a professional demeanor; position continually requires demonstrated poise, tact and diplomacy.
- High level of interpersonal skills to handle sensitive and confidential situations.
- A self-directed individual who is an independent thinker and a team player
- Capable of working under tight deadlines while maintaining a courteous and supportive demeanor with a range of stakeholders.
- Commitment to the Forum’s and the CJC mission; ability to serve as an advocate and exemplar for the values and mission of the WPF and the CJC
Compensation
Salary commensurate with experience, but likely in the $40,000 – $50,000 range. Attractive benefits package. This position is a hybrid role based in Milwaukee, WI.
Special Note: While we expect this position to be full-time split between the two organizations, we are open to having two individuals fill two part-time roles, based on the needs and talents of our candidate pool.
How to apply
Interested applicants should send cover letter, resume, and salary requirements via e-mail to Elizabeth Cizinsky, Director of Business & Community Operations, at ecizinsky@wispolicyforum.org.
