Simon Youth Foundation - Coordinator, Administration-Program Services

Job Location :

Corporate Indianapolis

Administration Coordinator, Programs Services

Programs Services, Simon Youth Foundation

SYF Misson Statement - At Simon Youth Foundation (SYF), we’re dedicated to empowering at-risk youth in alternative education nationally, pushing towards graduation.

We’re looking for an Administration Coordinator, Program Services (ACPS) to join our dynamic team. ACPS will play a pivotal role in supporting our Program Services Team (PST) by providing top-notch administrative support and acting as the primary liaison for SYF’s network of Academies.

Position Summary

The Administration Coordinator, Programs Services (ACPS) is primarily responsible for administrative duties and organization for the Simon Youth Foundation’s (SYF’s) Programs Services Team (PST) which comprises of Vice President, Programs Services, Director, Programs Services, and Manager, Programs Services and serves as the primary point of contact for staff in SYF’s network of Academies.

The ACPS is a key team member who will support high-visibility special projects, coordinating PS communications, meetings, and calendars.

Qualifications

• Associate degree or certification in office administration.
• Minimum three years administrative support experience required.
• Experience working for a 501(c) nonprofit organization is preferred, with program support experience desirable.

Knowledge, Skills, and Abilities

• Excellent verbal, written and graphic communication skills.
• Strong interpersonal skills with the ability to collaborate effectively across all levels.
• Capacity to interact positively with and provide service to others at all levels within the Foundation, SYF network and Simon Property Group.
• Self-motivated, organized, and analytical, with a problem-solving mindset.
• Excellent organizational skills with the ability to handle multiple tasks under pressure.
• Ability to work in a fast-paced changing environment while meeting critical deadlines.
• Thorough knowledge of software, including : Microsoft Office Suite (Word, Excel, One Note, Outlook, Teams, and PowerPoint)FileMaker Pro or other database softwareConstant Contact or another email marketing softwareAdobe Creative Cloud, including InDesign and Photoshop
• Ability to type a minimum of 50 words per minute.
• Ability to understand basic education and finance data.
• Ability to create reports and communicate on various key data sets.
• Ability to analyze facts and exercise sound judgment in arriving at conclusions.
• Ability to prioritize and manage multiple tasks simultaneously with a high degree of accuracy while meeting critical deadlines.
• Ability to input and maintain key data with in the SYF data warehouse.
• Ability to anticipate and proactively communicate concerns.

Duties, Functions, and Responsibilities

• Manage day-to-day operations of the Programs Services Team
• Coordinate and lead complex projects, reports, and data.
• Assist in strategizing and implementing efficiency tools and methods to support productivity, organization, and communications.
• Schedule and coordinate travel arrangements for the Programs Services team.
• Process expense reports, invoices, and check requests.
• Coordinate internal and external meetings.
• Draft, edit, proof, and distribute multiple forms of communications, including but not limited to : email, newsletters, presentations, agendas, and meeting notes.
• Coordinate Committee meetings includes preparation of meeting materials, reserving meeting space, sending invitations, and recording and drafting meeting minutes.
• Track, monitor, process, and support reporting on key Academy metrics including Graduate Surveys and demographic data among others.
• Assist in the administration of the Foundation scholarship programs, including completing necessary reports.
• Assist in the monitoring and tracking of public-school partners’ compliance with the terms of the Letter of Agreement (LOI) and the Memorandum of Understanding (MOU).
• Provide support to network Academies and stakeholders related to SYF programs.
• Provide back-up administrative support for the Foundation Administration Coordinator, as needed.
• Ensure files are organized and kept current, including classifying, arranging, and storing files and information electronically and otherwise.
• Maintain organized files and SYF general and Program Services email inbox.
• Proofread print materials before documents are mass-produced.
• Assist in the planning and administration of SYF Academy Programs, including : SYF Annual National Educator ConferenceCapacity Building GrantsAdministrator and Teacher of the YearCircle of Hope CampaignExperiential Education ProgramsImplementation of new programs

Authority

• The ACPS is an empowered role expected to work with limited supervision and in accordance with SYF policies and procedures.
• The Foundation Administration Coordinator is granted no specific authority for management of staff or spending approval.

Budget Responsibility

Assist in reviewing and processing invoices Support budget management for Program Services.

Minor Duties, Functions, and Responsibilities

• Receptionist duties as needed.
• Inventory and maintenance of the storage area.
• Assist in the coordination of awards and recognition for SYF staff, network Academies, and educators.
• Maintain a commitment to professional ethics.
• Maintain discretion with confidential information.
• Maintain enthusiasm for the mission of SYF.
• Support Director of Finance in maintaining the Foundation’s Policy and Procedure database.
• Additional duties as assigned.
• Travel may be required.

Reporting Relationship

• The Administration Coordinator, Programs Services reports to the Vice President, Programs Services.
• No subordinate staff reports to the Programs Services Administration Coordinator

If you’re passionate about making a difference for educators and youth nationally and possess the necessary skills and experience, we invite you to apply and join us in furthering our mission at SYF.