2043-910 Division Admin Coordinator

Village Management Services•Laguna Woods, CA

2d•$31 - $40•Onsite

About The Position

Provides high-level administrative support to the Division Manager. Assists in a variety of project development and program management activities, using significant independent judgment and discretion in analysis and decision-making, including data management, budget preparation, report writing, program coordination/management, and contract administration. Contributes to the development of long-term organizational goals and strategies. May research, draft, and implement new policies or procedures to address business needs. Conducts in-depth data analysis, develops comprehensive reports, and provides recommendations to leadership/management. Utilizes strong analytical skills to identify trends, assess operational efficiency, and inform critical decision-making across various organizational functions. Gathers and analyzes a wide variety of organizational, financial, statistical, technical, and procedural data from numerous sources. Documents data through the preparation of comprehensive work papers. Prepares agendas, documents meeting minutes, organizes program folders, packages information to be distributed with the RFP, schedules meetings, monitors project/program assignments, reviews project logs, processes invoices, uploads documents in electronic format to a drop box site, planning software or similar, searches drawing database for as-built plans, processes close-out packages, and distributes program notifications. Drives a vehicle to meetings, workshops, and other job-related responsibilities. Regular attendance is required. All duties performed on-site for the Community. Works effectively with co-workers, customers, and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables, and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title, or other respectful identifier; and respects the diversity of the workforce in actions, words, and deeds. Assists others in the office with priority projects that impact the division on an as-needed basis.

Requirements

Graduation from an accredited four-year college or university with major coursework in program management, business/financial administration, data analysis, or equivalent combination of education and experience.
Knowledge of computer and applicable software programs.
Knowledge of the principles of administrative management and sources of authoritative information.
Knowledge of research methods and techniques.
Knowledge of methods of report and design document presentation.
Knowledge of administrative practices and procedures relative to project management.
Ability to conduct, analyze, interpret, and effectively communicate research findings and complex data insights.
Ability to write and orally present detailed, clear, and concise reports and presentations.
Ability to maintain effective working relationships with other employees, the public, contractors, and consultants, and to deal with public relations problems courteously and tactfully.
Ability to make independent judgments on complex issues with significant impact on the organization.
Ability to work independently and manage multiple projects simultaneously.
Ability to remain flexible and prioritize appropriately.
Possession of a valid California driver’s license.
Reading, detailed work, confidentiality, problem solving, multi-tasking, analysis, training, reasoning, and verbal/written communication skills.

Responsibilities

Contributes to the development of long-term organizational goals and strategies.
Researches, drafts, and implements new policies or procedures to address business needs.
Conducts in-depth data analysis, develops comprehensive reports, and provides recommendations to leadership/management.
Identifies trends, assesses operational efficiency, and informs critical decision-making across various organizational functions.
Gathers and analyzes a wide variety of organizational, financial, statistical, technical, and procedural data from numerous sources.
Documents data through the preparation of comprehensive work papers.
Prepares agendas and documents meeting minutes.
Organizes program folders and packages information for RFPs.
Schedules meetings and monitors project/program assignments.
Reviews project logs and processes invoices.
Uploads documents in electronic format to a drop box site or planning software.
Searches drawing database for as-built plans.
Processes close-out packages and distributes program notifications.
Drives a vehicle to meetings, workshops, and other job-related responsibilities.
Works effectively with co-workers, customers, and others.
Assists others in the office with priority projects that impact the division on an as-needed basis.