Administrative Coordinator

Amber Kinetics; Tulsa (OK); On-site; USD 27,000 - 31,000; Full time

Job summary

The Alzheimer's Association is seeking an Administrative Coordinator to support Oklahoma Chapter staff and manage office operations for Tulsa and Oklahoma City. This full-time, non-exempt role reports to the Executive Director and is based in Tulsa, OK.

Responsibilities include organizing meetings, maintaining confidential documents, overseeing supplies and invoices, coordinating board activities, onboarding new hires, and managing virtual meetings via Teams/Zoom.

Qualifications

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

Responsibilities

• Organizes meetings, correspondence, conference calls and travel arrangements for the Executive Director and leadership team.
• Maintains legal documents, board minutes and contracts with confidentiality.
• Manages office supplies, invoices and procurement across chapters.
• Schedules staff and leadership meetings via Teams and coordinates in-person venue logistics.
• Oversees administrative volunteers and supports community engagement.
• Plans and coordinates board meetings, including materials and logistics.
• Manages board documentation from nomination to election and prepares welcome letters.
• Ensures onboarding and terminations procedures, including I-9 paperwork and organizational orientation.
• Plans and facilitates Teams and Zoom meetings/webinars with practice sessions and breakout rooms.
• Manages 8x8 phone transfers and routes calls appropriately.

Skills

Project management

People management

Multitasking

Communication

Microsoft 365 proficiency

Education

Bachelor's degree in business administration, communications or related field

Tools

Microsoft 365 Suite

Microsoft Teams

SharePoint

OneDrive

Outlook

8x8

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.

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 completing I-9 paperwork and 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.

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.

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.