As Coordinator, Regional Operations & Executive Administration you will play a pivotal role as the Detroit region moves strategically and effectively towards our ambitious goals. As a key member of the Strategy, Talent and Operations (STO) team, the Coordinator, Operations & Executive Administration will manage regional office operations and administrative functions to support the team’s sustainability and productivity, with a lens toward continuous improvement. S/he will maintain regional documents, trackers, and systems and support the Chief of Staff to ensure staff is focused and on track to meet goals. S/he will also support setting responsive and supportive conditions so that the Detroit regional staff is a high-performing team where people are set up to joyfully, efficiently, and effectively implement our shared vision.
The Coordinator, Operations & Executive Administration will provide key administrative support to the Executive Director and regional leadership team, ensuring strong time management and prioritization by managing calendars, contacts, and correspondence with high profile external stakeholders. The Coordinator, Operations & Executive Administration will also prepare materials and draft communication for the Executive Director and regional leadership team, and participate in a wide range of special projects as necessary.
This role requires a natural self-starter, a strong work ethic, and a problem-solver who is able to stay calm and adapt quickly in a frequently changing environment. The Coordinator, Operations & Executive Administration enjoys data tracking, analysis, and reporting, is organized and able to maintain multiple systems, projects, and deadlines simultaneously. S/he must possess exceptional organization, communication and judgment skills, and must be able to collaborate with others and achieve actionable results, build strong and sustainable relationships, and interact within all levels of the organization and with external constituents.
Regional Operations (60%)
Manage regional office operations and administrative functions to support the team’s sustainability and productivity with a lens toward continuous improvement, by taking on the following:
- Obtain and maintain office technology, space and resources; this includes stocking inventory, delivering mail, and transporting packages up to 50 pounds
- Serve as regional budget tracker for all functions: support in budget planning through tracking expenses, paying invoices, processing check requests and reimbursements, flagging discrepancies for the Chief of Staff, and managing staff expenditures (American Express expense reports for region)
- Plan logistics (meeting space, food, communications/invites) for regional staff meetings, team retreats, and other team events
- Coordinate visitors, ensure team collectively maintains office cleanliness
- Facilitate a strong and inclusive team culture through support and coordination of office-wide initiatives, meetings, staff onboarding, communication, and ongoing culture-building activities
- Take meeting minutes for regional team meetings; support the Chief of Staff in follow-up and action-item tracking
- Maintain regional systems and trackers (including weekly team meeting minutes, action item trackers, progress-to-goal dashboards, etc.) and ensure that appropriate parties, internally and externally, can easily access critical information
- Provide all logistical support for team meetings, retreats, stepbacks, and other region/team events
- Serve as the regional culture captain: ensure new team members feel welcomed and valued as part of the team and are equipped to successfully complete their job requirements
- Serve as regional Selection Partner (communicate time commitments, requirements, and appropriate follow-up to ensure the region in compliance with organizational expectation
- Support corps member compliance with Teach For America and AmeriCorps processes, including document collection and tracking
- Support the Chief of Staff, Executive Director, and/or Leadership team with other projects and functions as needed
Executive Administration (30%)
Provide key administrative support to the Executive Director and regional leadership team, by taking on the following:
- Schedule meetings and conference calls, maintain calendars, arrange travel, manage correspondence, and process reimbursements for the executive director and other leadership team members
- Interact in person, over email, and via telephone with regional team members and external constituents on an ongoing basis on behalf of the executive director and/or members of the leadership team
- Draft and/or edit correspondence to team members and external constituents
- Prepare meeting briefs, research briefs, and transcribe notes
Ongoing Regional Responsibilities (10%)
Serve as an “all hands on deck” team member willing to support the region in various ways as needs and opportunities arise, by taking on the following:
- Participate in and support various regional and national efforts, including events and special projects that from time to time occur on nights and weekends, including corps member selection, recruitment and matriculation, corps member professional development Saturdays, fundraising and alumni networking events , staff meetings, functional team meetings and retreats, and regional pre-service.
- Participate in and contribute to team culture, corps member and alumni experience
- Complete general administrative responsibilities accurately and on time
- At least 2 years of professional work experience required; experience in a program, administrative, or business support role preferred
- Previous experience working in or with Teach For America region or within a non-profit organization in the education sector preferred
- Connection and commitment to Teach For America’s mission is required; knowledge of the education and nonprofit landscape in the region is a plus
- Previous experience using Microsoft Office products (Outlook, Word, Excel, and PowerPoint) required
- Experience using Google Docs and digital communication platforms (i.e. Facebook, Hootsuite, Instagram, Slack, and mass email communication applications) preferred
Work Demands
- Occasional weekend or evening work (3-4 times per month) is required
- Minimal overnight travel (1-2 times per year) may be required
- Ability to navigate facilities that may or may not be ADA-compliant
- Ability to lift and transport up to 30 pounds for work purposes.
Skills
- Superb planning and project management skills with a keen attention to detail to inform regional effectiveness and operation productivity
- Able to demonstrate poise, confidence, and maturity while interacting with key stakeholders and build trust with internal and external relationships and strong networks in order to achieve results and strengthen our regional operations
- Able to organize, prioritize, track and manage workflow and resources across multifaceted responsibilities and frequently changing and competing asks of the Executive Director’s time and regional resources
- Leverage contextual knowledge, expertise, and sound judgment to make timely decisions that are aligned with Executive Director and Leadership Team priorities, regional vision and strategy, and TFA Core Values
- Ability to persuasively articulate facts, ideas and opportunities to individuals and groups through engaging, succinct and clear written and verbal communication,
- Ability to be flexible and take an optimistic approach to work with an orientation towards being proactive, solutions-focused and helpful
- Ability to handle confidential information with a high level of discretion