Administrative Coordinator

Alzheimer's Association - Orange County Chapter; Tulsa (OK); On-site; USD 40,000 - 47,000; Full time

Job summary

The Administrative Coordinator position is based in Tulsa, OK and supports all Oklahoma Chapter staff while overseeing office operations for Tulsa and Oklahoma City offices. This role reports to the Executive Director and requires coordinating meetings, travel, and confidentiality with strong Microsoft 365 and project management skills.

The role emphasizes onboarding for new hires, board documentation, and scheduling meetings via Teams/Zoom with attention to logistics, vendor relations, and

Qualifications

• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) required.
• Strong project and people management skills required.
• Ability to juggle multiple projects simultaneously and prioritize tasks.

Responsibilities

• Maintains smooth operation of chapter activities by supporting the Executive Director and leadership team; organizes meetings, correspondence, conference calls, projects, and travel.
• Maintains all legal documents, board minutes, and contracts; secures signatures and handles confidential information.
• Manages chapter-wide office supply orders, invoicing, and procedures.

Skills

Microsoft 365 proficiency

Project management

Multitasking

Education

Bachelor's degree in business administration

Project management or communications degree preferred

Job description

Position Summary

The Administrative Coordinator provides administrative support for all Oklahoma Chapter staff and oversees office operations for both the Tulsa, OK and Oklahoma City, OK offices. This role reports to the Executive Director.

Position Summary

The Administrative Coordinator provides administrative support for all Oklahoma Chapter staff and oversees office operations for both the Tulsa, OK and Oklahoma City, OK offices. This role reports to the Executive Director.

This position will be based in Tulsa, OK.

Responsibilities

• Maintains smooth operation of chapter activities by providing support to the Executive Director and leadership team; organizing meetings, completing correspondence, organizing conference calls, managing requested projects, and making travel arrangements
• Maintains all legal documents, board minutes, and contracts, securing required signatures and handling sensitive information with a high degree of confidentiality
• Manages chapter-wide office supply orders procedures, order placement and processing of invoices
• Schedules chapter-wide staff meetings and leadership team meetings via Microsoft Teams and sends reminders, as well as ensures logistics and venue are secured for in‑person meetings
• Oversees and directs daily activities of administrative volunteers to ensure professional engagement with the community
• Plans and executes board meetings, ensuring all materials and logistics are in order
• Manages all board documentation including prospective board members through nomination to election process, prepares welcome letters for board chair's signature, and announces new board member's approved membership
• Ensures procedures are followed throughout chapter territory related to new hires' onboarding and terminations. Responsible for educating new hires on the chapter's organization structure, along with general process and procedures.
• Plans, schedules, and facilitates Microsoft Teams and/or Zoom meetings and webinars with practice sessions and breakout rooms, as needed
• Manages 8x8 phone transfer requests for outgoing staff, temporarily receiving those calls and forwarding to appropriate parties for handling

Qualifications

• 3-5 years administrative support or project management experience
• Bachelor's degree in business administration, communications or project management preferred

Knowledge, Skills And Abilities

• Proficiency in Microsoft 365 platform, including Outlook, Teams, Sharepoint and OneDrive
• Strong project and people management skills
• Ability to juggle multiple projects simultaneously and prioritize tasks

Title

Administrative Coordinator

Position Location

Tulsa, OK

Full‑time non‑exempt

Position Grade & Compensation

Grade 103. The Alzheimer's Association's good faith expectation for the salary range for this role is between $19.24 - 22.50/hour

Reports To

Executive Director

Who We Are

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support. The Alzheimer's Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research - our investments today will lead to breakthroughs tomorrow. At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,750 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease. We warmly invite qualified applicants to consider this opportunity to make a life‑changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row. At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia. The Alzheimer's Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic. Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long‑term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information. Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.