TFL Administrative Coordinator
TFL Administrative Coordinator
The Louisiana Public Health Institute (LPHI), founded in 1997, is a statewide 501(c)(3) nonprofit and public health institute that translates evidence into strategy to optimize health ecosystems. Our work focuses on uncovering complementary connections across sectors to combine the social, economic, and human capital needed to align action for health. We champion health for people, within systems, and throughout communities because we envision a world where everyone has the opportunity to be healthy.
LPHI’s strategies span a broad continuum of efforts that seek to address the social determinants of health in communities and enhance health care systems to improve health outcomes. LPHI prioritizes prevention, partnerships with multiple sectors, increased access to quality, integrated care and social services, and solutions that influence decision makers and policies that drive progress toward equity locally and nationally. Additionally, LPHI is a learning-oriented organization dedicated to professional development, coaching, and collaboration through an equity lens.
The Administrative Coordinator plays an integral role in providing comprehensive administrative support to the to the Louisiana Campaign for Tobacco-Free Living (TFL) program’s Director, Associate Director, and other members of the team in a collaborative, fast-paced, mission focused organization. The Administrative Coordinator is primarily responsible for coordinating, overseeing, and performing a wide variety of administrative, clerical, and program support activities on behalf of the Director and Associate Director and serves as coordinator and liaison for internal/external partners and stakeholders. This position often oversees special events or projects.
A successful candidate will thrive in a team environment, provide excellent customer service, possess a high degree of self-confidence and professional presence, exercise discretion and diplomacy especially in complex and confidential situations, have the ability to proactively anticipate and manage challenges, be a self-starter with strong abilities to manage multiple responsibilities and prioritize appropriately.
Day-to-day responsibilities are primarily administrative in nature and may include managing schedules and meetings, responding to emails and phone calls, taking meeting minutes, identifying, and prioritizing items for attention, and managing and storing TFL leadership and LCRC board documents. The Administrative Coordinator will be responsible for building and maintaining good working relationships with team members across the organization and may serve on a variety of committees and workgroups in a support capacity.
The Administrative Coordinator will be based in New Orleans and will report directly to the Director.
- Bachelor’s degree or equivalent combination of education and experience required.
- 5+ years relevant experience required including providing range of complex administrative support services to leadership-level staff.
- Proven ability to anticipate needs and problem solve with minimal direction.
- Outstanding organizational skills, ability to be flexible and multi-task with demonstrated resourcefulness in setting priorities.
- Excellent verbal and written communication skills; ability to effectively present and execute on innovative ideas. Ability to write excellent business correspondence and outstanding grammar and proofreading skills.
- Ability to effectively present information and respond to high level inquiries from partners, stakeholders, donors, board members, and members of the community.
- Strong sense of accountability, integrity, and ability to handle highly visible responsibilities.
- Ability to take initiative, be proactive, act independently and directs one’s own work.
- Guided by exceptional discretion and ability to maintain confidentiality.
- Results-oriented and conscientious attitude and keen to accept or assume additional responsibilities, as required.
- Demonstrated experience in being responsiveness and follow-through.
- Demonstrated emotional intelligence skills, including superior interpersonal skills and experience working with individuals and groups of diverse backgrounds; experience working with high-level professionals.
- Demonstrated commitment and work experience related to LPHI’s mission and vision.
- Ability to champion and manage change and promote a culture of excellence.
- Advanced knowledge of Microsoft Office Suite and Microsoft Outlook.
Primary Duties and Responsibilities
- Manages the calendars of the TFL Director and Associate Director. Responds to inquiries. Schedules meetings with internal staff and external partners. Exercises good judgment with respect to priorities and effective us of the TFL leadership’s time.
- Ensures TFL Director and Associate Director preparedness and follow-through for meetings e.g. obtain and/or develop meeting purpose, objectives, and agendas, list meeting attendees and roles, schedule prep meetings as need, take notes with action items/next steps including responsible party, and schedule post-meeting debriefs and follow-up to track organization action items, as requested.
- Coordinates travel arrangements for the TFL, as well as some visitors. Makes transportation and lodging reservations; prepares itineraries; compiles relevant travel documents; prepares and submits expense reimbursement forms.
- Develops a deep understanding of the programmatic areas and stakeholders to support administrative improvements.
- Monitors and screens e-mail messages and as appropriate, flags urgent e-mails, routes messages to others for response or responds directly.
- Assists with preparation, proofreading, and editing of outgoing correspondence.
- Maintains files of relevant organizational and programmatic documents. Updates documents, as necessary.
- Promotes and protects the TFL and LPHI brand identity and profile.
- Promotes continuous improvement by developing efficiencies and implementing enhanced processes.
- Exercises confidentiality and discretion at all times when communicating with or in regard to external partners. Exhibits a courteous, professional demeanor at all times.
- Engages in professional development activities to improve job-related skills and knowledge.
- Willingly accepts and performs additional duties as assigned.
- Maintains program expenses and invoicing.
- Ability to think proactively and function independently.
- Ability to approach tasks in a solutions-orientated manner.
- Strong organizational skills in the areas of grants coordination and oversight.
- Maintain filing system, electronic and hard, including a Resource Library and Archives.
- Ensure fiscal responsibility when using LPHI credit cards for program use.
- Provide coordination of administrative functions for TFL, overseeing workflow, troubleshooting, and providing assistance where required.
- Offers insights, fresh perspectives and new ideas; elevate successes and strengths as well as opportunities for improvement.
- Offer ideas on operational efficiency and office administrative best practices.
- Perform general clerical duties including, but not limited to, copying, faxing, mailing, scanning, and filing.
- Work with program team to determine needed supplies, equipment, and services for both the program and LPHI.
- Answer phones while triaging and logging calls appropriately.
- Support program team in project-based work as requested.
- Maintain project-related Listservs, mailing lists, and other contact lists. This includes ensuring that information is current.
- Provide technical assistance regarding computer/software usage
Governance Support and Event/Special Project Management
- Work with Director and Associate Director to manage governance processes for the program.
- Maintain a detailed knowledge of the governance processes and protocols.
- Coordinates and supports high-level internal and external meetings, including the LCRC Board of Directors, TFL Steering Committee, Scientific Advisory Board and TFL Leadership Team by scheduling meetings and sending invitations; managing logistics (room, travel, meals), developing, and disseminating meeting agendas and materials in collaboration with the Director and Associate Director; recording meeting minutes and ensuring follow up on action items.
- Manage and coordinate other teleconferences, meetings, trainings, and events as required.
- Provide support and collaboration for special projects as required.
- Perform other duties as assigned.
Desired Skills, Knowledge and Abilities
- Ability to collaborate effectively and build strong, positive relationships with colleagues and partners, both internal and external to TFL.
- Exceptional emotional intelligence, including interpersonal skills and experience working with individuals and groups from diverse backgrounds.
- Experience creating and uploading content on social media platforms including Facebook, Instagram, LinkedIn, and Twitter.
- Experience with developing and creating surveys/polls and using polling software.
- Proficiency in setting up and running video conference software for large group meetings/events (such as Teams, GoToMeeting, Zoom).
- Event planning and experience with developing run of shows or annotated agendas.
- Ability to work remotely, as needed.
- Minimum starting salary of $42,000.00 dependent on education and experience.
- A competitive benefits package is offered to all LPHI full-time staff.
Equal Opportunity Employer