Administrative Coordinator

This role provides administrative support for all Oklahoma Chapter staff and oversees office operations for both the Tulsa, OK and Oklahoma City, OK offices. Based in Tulsa, OK, this position reports to the Executive Director.

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

Requirements

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

Skills

• 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

Pay

The good faith expectation for the salary range for this role is between $19.24 – 22.50/hour.

Benefits

• Comprehensive benefits package for employees working 24 hours/week or more, including:
  • Medical, dental, and vision insurance
  • Flexible spending accounts
  • Short and long-term disability
  • Life insurance and long-term care insurance
  • Tuition reimbursement
  • Generous Paid Time Off (PTO)
  • 12 annual holidays and Paid Family Leave
  • Annual Cultural & Heritage Day and Volunteer Day of choosing
  • 401(k) retirement plan
• Additional benefits for full-time employees (37.5 hours/week):
  • Annual School Visitation Day
  • Annual Elder Care Facility Day of choosing

About the Organization

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.

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. 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.