2043-910 Division Admin Coordinator

2043-910 Division Admin Coordinator

JOB SUMMARY:

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.

ESSENTIAL FUNCTIONS:

Under direction, contributes to the development of long-term organizational goals and strategies based; 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, exercises independent judgment and discretion in their analysis and recommendations; 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 data base 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 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 our workforce in actions, words and deeds.

NON-ESSENTIAL FUNCTIONS:

Assist others in office with priority projects that impact the division on an as-needed basis.

EQUIPMENT OPERATED:

Car, PC, printer, copier, fax machine, calculator, telephone, camera.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is in a climate-controlled indoor office and normal outdoor elements.

DESIRABLE QUALIFICATIONS:

Graduation from an accredited four-year college or university with major course works in program management, business/financial administration, data analysis, or equivalent combination of education and experience which produces the following:

• 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, manage multiple projects simultaneously.
• Remain flexible and prioritize appropriately.

SPECIAL REQUIREMENTS:

Possession of a valid California driver’s license.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to talk, hear, use hands and fingers to grasp, feel, and reach. Is regularly required to sit for long periods of time. Occasionally carries, kneels, pulls, pushes, stoops, and lifts up to 10 lbs.

MENTAL REQUIREMENTS:

Reading, detailed work, confidentiality, problem solving, multi-tasking, analysis, training, reasoning, and verbal/written communication skills.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.