Overview
POSITION TITLE: Divisional Coordinator REPORTS TO: VP, Central Division SUPERVISION EXERCISED: None LOCATION: Central Division
Grade/Class: Grade D, Non-Exempt, Non-Union
ABOUT THE ORGANIZATION:
ADL is the leading anti-hate organization in the world. Founded in 1913, its timeless mission is “to stop the defamation of the Jewish people and to secure justice and fair treatment to all.” Today, ADL continues to fight all forms of antisemitism and bias, using innovation and partnerships to drive impact. A global leader in combating antisemitism, countering extremism and battling bigotry wherever and whenever it happens, ADL works to protect democracy and ensure a just and inclusive society for all.
PRIMARY FUNCTION:
The Divisional Operations Coordinator provides direct oversight, support and assistance for all of the Central Division’s administrative and operational needs. The Divisional Operations Coordinator drives the process for all budget, expense, contract, and administration for the Division. The role takes on strategic projects as assigned, scheduling all Division meetings and tracking initiatives and workflows. In addition, the Divisional Operations Coordinator steps in to support assigned regional offices with general administrative needs as requested.
Responsibilities
Primary:
- Serve as the primary support professional for the Division Vice President including calendaring, travel coordination, and expense management.
- Coordinate logistics for meetings/events.
- Oversees all divisional finance and budget management processes, including allocation, tracking, contracting, and vendor payments, while serving as the primary liaison between regional offices, the Division, and the national support functions.
- Provide direct project management support to the Divisional Vice President, Senior Director Programs, Policy Director, Communications Director, and Regional Directors, including scheduling Divisional meetings, coordinating all tech and material needs, and tracking assigned deliverables.
- Oversee the maintenance and coordination of division files and data. Support the Division and Regions to maintain accurate staffing, partner, educator, etc. lists.
- Design presentation decks.
- Coordinate onboarding logistics for new employees.
- Assist with marketing, social media, newsletters, websites for regional offices and the Division.
- Undertake other administrative projects and/or assignments as needed.
Secondary:
- Collaborate with other departments and regions to support Division initiatives.
- Coordinate production and distribution and manage the inventory of divisional materials.
- Assist in training new employees on administrative tasks.
- Handle administrative functions for other regions as necessary during colleague’s time off.
Qualifications
Skills:
- Strong level of initiative and ownership of work required.
- Excellent communication, organizational and interpersonal skills needed.
- Demonstrated skills in clear writing and responsive correspondence essential.
- Combines active listening and resourcefulness to make informed decisions, demonstrating a strong awareness of when to bring in additional perspectives to achieve the best outcomes
- Ability to demonstrate attention to detail through accurate work product.
- Comfortable prioritizing and able to manage multiple projects simultaneously on deadline.
- Comfort working with colleagues remotely and across time zones.
- Familiarity with using Slack and administering Zoom meetings and webinars strongly preferred.
- Technical competence required. Working familiarity with database systems essential.
- High level of experience and proficiency using Microsoft Office software, including Word, Excel, and PowerPoint, and enthusiastic about learning new technology.
Work Experience:
- The ideal candidate has several years’ administrative experience supporting multiple locations and stakeholders, including office management and budget experience.
- Experience providing direct administrative support to senior level management is highly preferred.
Education:
- Associate degree or equivalent work experience required.
Work Environment:
- ADL is a hybrid environment; this role will require 3 days in the office.
Compensation:
- This position has a salary range of $65,000 to $70,000. This salary range is reflective of a position based in ADL's Central Division. Please note that actual salaries are commensurate with experience and reflect the budget for a given position, and since ADL has a location-based compensation structure, there may be a different range for candidates in other locations. For an overview of our total rewards package, please visit https://www.adl.org/about/careers.
ADL aims to create a working environment where every employee can thrive professionally. Our mission-driven work is best accomplished in an environment that supports belonging. ADL values a diverse workplace and strongly encourages people of all races, religions, nationalities, genders, LGBTQ+ individuals, people with disabilities, and veterans to apply. ADL is an equal opportunity employer. Recruitment, hiring, promotions and other terms, conditions and privileges of employment shall be maintained in a manner which does not discriminate on the basis of age, race, creed, religion, color, national origin, sex, sexual orientation, gender expression, marital status, physical or mental disability, veteran status, or military status, or in violation of any applicable Federal, state or local laws.
ADL will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. For individuals with disabilities who would like to request an accommodation to support the interview process, please contact the People & Culture department at talentacquisition@adl.org.
ADL will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Credit Reporting Act, and all other applicable State, Local, and Federal laws.
The information in this job description indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job, nor is it to be interpreted as a contract for employment.
