Administrative Project Coordinator

Catholic Charities of the Archdiocese of St Paul and Minneapolis•Minneapolis, MN

About The Position

Administrative Project Coordinator JOB SUMMARY Catholic Charities’ Advancement and External Affairs teams are responsible for engaging organizational stakeholders, including donors, advocates, volunteers, and community partners; the Project Coordinator directly supports the outcomes of these teams, reporting to the EVP of External Affairs. This position coordinates and facilitates collaboration between different departmental functions to deliver a diverse portfolio of projects that advance the mission of Catholic Charities Twin Cities. This person will have proven experience and abilities in managing projects, working independently, and managing multiple tasks in a fast-paced environment for the purpose of advancing the mission of Catholic Charities Twin Cities. The ideal candidate is detail orientated, collaborative and can filter and organize a steady flow of information and responsibilities.

Requirements

Minimum 3 years’ experience in a similar professional area. Project management experience. Ability to represent Catholic Charities in a professional, respectful manner.
Demonstrate mature judgment, initiative, and the ability to make independent decisions and work without close supervision.
Demonstrated ability to multi-task on simultaneous projects while meeting assigned deadlines in a rapidly changing environment.
Outstanding proficiency in Microsoft office required, specifically Microsoft Outlook, Word, Excel, and PowerPoint.
Unquestioned ability to maintain information in strictest confidence.
Detail oriented self-starter with strong organizational and time management skills.
Must have strong written and oral communication skills, as well as ability to develop presentation materials.
Ability to interact with all levels of management and employees.
Ability to work independently as well as within small and large teams.
At times, this position will require more than a 40-hour workweek, including nights and weekends.
Has the ability to work with diverse and/or low-income populations, including those who may be experiencing homelessness, unstable housing, and/or mental illness.
Lifting up to 25lbs without assistance

Nice To Haves

Experience with SharePoint and SalesForce desired.

Responsibilities

Manages department event logistics and community engagement activities, including planning, day-of implementation, and follow-up. Work closely with A&E leaders and board members to facilitate logistics for two major annual events: Spirit of the Season Gala (including liaising with a hired event planner) and Giving Tree.
Coordinate with and across departments and divisions (volunteer, advocacy, engagement, advancement, and, occasionally, culture and belonging) to develop and meet timeline and deliverables on outreach efforts including monthly and annual meetings and events.
Working with A&E team members to coordinate departmental actions across the Agency (CCTC) including Legal Compliance, Executive Team + Board of Directors notifications, Facility Service requests, Program Manager notifications
Assist with schedules, calendars, and meeting planning (internal and external).
Support Leader’s activity by engaging with the Development Database Manager to enter information and pull reports from Salesforce as requested.
Assist with monthly expense reporting of VPs and their direct reports; pull monthly budget reports as requested.
Assist with preparation of PowerPoint presentations and formatting and proofing letters and other written materials.
Assist with department-driven certifications and compliance agencies.
Monitor email inboxes for info@ and events@ addresses.
Coordinate general department and subset meetings.
Provide support for engagement with Board of Directors, including coordinating two Board Committee meetings: Development, and Advocacy and Community Relations. Create and distribute the meeting books, create invites for and correspond with committee members + staff liaisons, and take + record meeting minutes.
Collaborate with the Office of CEO on agencywide activities and requests.
Liaise with the Office of the CEO regarding department's involvement with agency-wide meetings and trainings.
Participate in activities with agency program staff and support fronts desk staff as needed.
Other duties as assigned.