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

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
• Annual Cultural & Heritage Day and Volunteer Day of their choosing
• Gold standard 401(k) retirement plan

Full time employees (37.5 hours/week) will also enjoy an annual School Visitation Day and an Elder Care Facility Day of their choosing.

About Us

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. In 2023, the Association announced a landmark $100 million investment in research, illustrating the momentum we are building in dementia research.

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 are recognized as a Best Place to Work for the last twelve years in a row.