Administrative Coordinator

BaltimoreFull Timemid

OtherAdministrative & OfficeAdministrative CoordinatorAdministration & Office Support

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Overview

Planned Parenthood of Maryland (PPM) is a not-for-profit family planning agency that provides high-quality, affordable reproductive health care for women, men, and teens.

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OtherAdministrative & OfficeAdministrative CoordinatorAdministration & Office Support

Planned Parenthood of Maryland (PPM) is a not-for-profit family planning agency that provides high-quality, affordable reproductive health care for women, men, and teens. Our mission is to enable all Marylanders to have access to a wide range of high-quality, affordable reproductive health care services. We help individuals make informed decisions about their reproductive health, family planning options, and sexuality.

Why Join us? As an Administrative Coordinator with PPM, you will be a key part of ensuring the efficient and effective operations of the organization. And, joining PPM means joining a culturally diverse team that includes some of the best nurses, doctors, clinic managers, and business staff. If you want to be part of a passionate and diverse group – we are looking for you!

Job Overview: Under the direction of the Director of Executive Affairs, the Administrative Coordinator is part of a team that provides high-quality administrative and operational support to agency leadership, programs, and cross-functional initiatives. Working within a shared services model, Administrative Coordinators collectively support PPM's senior leaders with core functions such as calendar management, meeting and event scheduling, logistics coordination, material preparation, and follow-through on action items. The role also includes coordinating and responding to internal service requests in partnership with HR and other departments; providing administrative support for agency-wide projects and programs; and supporting key office operations, including mail processing, financial reporting and reconciliations, and SharePoint file management. Administrative Coordinators collaborate closely with one another to balance workloads, provide coverage, and maintain reliable service levels across the organization.

This position requires to be on-site in the office 4-5 days per week as needed.

Provides executive-level administrative support across the agency, including managing shared calendars, coordinating meeting and event scheduling, and creating, editing and distributing materials; screens and responds to correspondence and phone inquiries as appropriate.

Supports agency meetings and initiatives by preparing agendas, documenting discussions, distributing materials, and tracking and following up on action items to ensure timely completions.

Coordinates logistics for on-site and off-site meetings, including meeting management, minutes, catering arrangements, and technology support.

Assists with administrative and financial processes such as preparing and submitting expense reports, credit care reconciliations, and related documentation in accordance with agency policies.

Collaborates with fellow Administrative Coordinators to manage receipt, sorting, and distribution of agency mail through a shared rotation.

Provides in-office support on assigned days, to include maintaining well-stocked kitchen and conference areas, and monitoring the administrative space for tidiness and maintenance needs. Reports issues to Facilities in a timely fashion.

Provides other in-office administrative support, as assigned.

Collaborates across the agency to provide program and project coordination support, assisting with planning, scheduling, communication, and logistics for a wide range of initiatives.

Provide additional administrative and project-based support for special initiatives and time-limited efforts, as assigned.

Bachelor's degree in relevant field or equivalent experience required.

Knowledge and ability to learn appropriate software including: Microsoft Word, Excel, Outlook, SharePoint, PowerPoint, and Adobe Acrobat.

Strong written and oral communication skills.

Ability to research and present solution-oriented ideas to everyday challenges and inefficiencies.

Superior ability to multi-task and manage competing and complex priorities.

Strong commitment to accurate and quality work products.

Exhibits superior ability to convey messages both diplomatically and politely.

Ability to lift up to 25 pounds on occasion.

Must maintain 100% confidentiality of information whose disclosure would be contrary to the best interest of the agency or would be a breach of professional ethics.

Medical, Dental, and Vision insurance.

Flexible Spending Account.

Life, AD&D Insurance.

Short-Term and Long-Term Disability.

Paid Time Off (PTO) and Paid Holidays.

Employee Assistance Program.

401(k) Retirement Plan.