Administrative Manager (Program Coordinator / Project Coordinator)

Association Overview

The National Council on Aging (NCOA) is a non-profit service and advocacy organization that brings together non-profit organizations, businesses, and government to develop creative solutions for improving the lives of older adults. NCOA works with thousands of organizations across the country to help seniors find jobs and benefits, improve their health, live independently, and remain active in their communities.

NCOA is also a national voice for mature workers. Mature workers have a vital role in our workforce, especially when retirement is not "golden" for all older adults. In January 2010, nearly 2 million Americans ages 55+ were searching for work – but couldn’t find it. Nearly a third of Americans aged 65+ are economically insecure. Through the Senior Community Service Employment Program (SCSEP), a Department of Labor grant-funded program, we work with seniors to identify, attain, and retain sustainable employment. We look at new ways that employers can attract, retain, and value older employees. We also partner with the federal government to help older adults find meaningful training and employment opportunities – right in their own communities.

Executive Overview

As the Administrative Manager (Program and Project Coordinator), you will provide essential administrative and program management support for the SCSEP program and for the SCSEP headquarters staff. You will provide program tracking and reporting support to four Program Operations Specialists, all of whom spend a significant amount of their time traveling and working directly with the 34 SCSEP offices throughout the United States. You will report to and work closely with the Senior Director, who also works remotely and spends about one day a week on-site at the headquarters office. We are a small, close-knit, high-functioning team, and we will rely on you to keep abreast of everyone’s activities, schedules, and reporting deadlines.

This is a fairly autonomous role – there will be times when you may be the only one on-site at the headquarters office. You will be a central point of contact for the team and the one who coordinates and monitors all SCSEP programmatic and budgetary activities. You will also be the prime facilitator for the annual Department of Labor (DOL) SCSEP Data Validation activities.

You will keep track of reporting requirements and due dates for reports and assist with gathering, tracking, and analyzing information for our grants reports. You will track and manage data daily. Your attention to detail and strong process management will ensure that our programs meet their goals. You will assist us with providing timely, accurate reports (as outlined by the Department of Labor), and you will assist in ensuring that our SCSEP programs across the U.S. are compliant with DOL requirements and the requirements of the grants. You will problem solve areas where we can improve, and as you learn the SCSEP program, you will analyze the data and notify us of any trends that can assist us in increasing efficiencies or improving service delivery. We will look for you to become a trusted contact and additional resource for the field offices when they have questions.

Your work and dedication to the team’s success will ensure that our programs succeed and that seniors across the country will have access to resources to support them in attaining and maintaining sustainable employment and a higher quality of life.

Responsibilities of the Administrative Manager (Program Coordinator / Project Coordinator)

In this role, you will:

• Assist with coordinating and maintaining monthly and quarterly field project site monitoring schedules and results for the Program Operations Specialists.
• Work with the Program Operations Specialists’ calendars and schedule any required follow-up actions.
• Create and maintain “V” drive file system for SCSEP documents and files.
• Monitor and maintain Crossroads for SCSEP. Crossroads is our online community for aging-field professionals.
• You will be the SCSEP Data Validation facilitator who will do the annual Data Validation of the participant records selected by DOL for review. You will enter results in the DOL SPARQ database, analyze those results, and prepare an assessment for the Program Operations Specialists.
• Coordinate necessary responses to external requests for information. This includes complaints from participants, host agencies, and employers. Create and maintain file system with chronological documentation of all correspondence.
• Act as the NCOA SCSEP Headquarters primary point of contact for field offices.
• Assist Senior Director as requested with basic administrative support activities, including scheduling and expense statements.

Experience and Requirements

• Bachelor’s degree or an Associate’s degree with 5 years’ demonstrated experience in the areas listed below.
• Strong proficiency with Microsoft Office suite, the Internet, and web-based software.
• Recent experience and high degree of proficiency with complex web-based databases (we primarily use Salesforce, SPARQ).
• Ability to analyze spreadsheet data and prepare simple spreadsheets, including formulas.
• Experience in a corporate environment.
• Basic budget experience, including basic analysis and understanding of simple budget reports.
• Grant experience (and project coordination of grants) strongly desired.
• Knowledge and understanding of SCSEP a strong plus.
• Record of working independently and efficiently on multiple projects.
• Ability to prioritize and manage successfully to deadline.
• Analytical skills. Ability to take data and records and provide meaningful, accurate information. Ability to identify program trends and outline the information and/or make recommendations regarding those trends.
• Ability to develop solid working relationships with internal team and colleagues across the association.

Attributes of the Administrative Manager (Program Coordinator / Project Coordinator)

• Autonomous: We trust you to exercise independent judgment and to do your job well, but to also know when to seek guidance from your colleagues and senior staff.
• Team player: You take pride not only in the quality of your personal work product, but also how your efforts help the team achieve success.
• Methodical and meticulous: You are excellent with details and known for your accuracy and efficiency.
• Organized: You take pride in managing your “to do” list and feel a sense of accomplishment with each task completed. You smartly manage all the moving pieces. You are able to juggle multiple tasks, allocate and optimize resources, and manage timelines. You bring order to competing priorities and keep things running smoothly.
• Deadline-driven: You systematically track progress and provide the information necessary to drive the success of the SCSEP program and the department.
• Confident and pleasant: You know what you need from others, are clear about what others can expect from you, and are able to work with others to keep things running on time.
• Good judgment: You are discreet in dealing with confidential and sensitive matters.
• Great communicator: You have excellent oral and written communication skills. You are a big picture thinker and understand how details relate to the overall mission of the organization.
• Reliable and dependable: You are highly productive and always looking to do more. You have a strong work ethic.
• Flexible: You are patient, you adjust easily to changing priorities, and you get the job done. You do whatever it takes.
• Mission-driven: You have a personal commitment to the work of the National Council on Aging.

What's Attractive to the Right Candidate?

• This is a fairly autonomous role. We won’t micromanage, and we’ll trust you to do your job well.
• You will enjoy a collaborative and collegial work environment with a shared purpose where your hard work will be noticed and appreciated.
• You have a hand in the success of the SCSEP program. You understand the big picture, and you deeply enjoy making sure all of the pieces come together.
• This is an intellectually stimulating environment and an organization that works passionately and enthusiastically.
• We are financially stable.
• We offer a generous employee benefits program that includes: annual, sick, and bereavement leave; personal and holiday leave; health and life insurance; contributions to a 403(b) retirement plan; and short-term and long-term disability coverage.
• NCOA is an Equal Opportunity Employer and is dedicated to these principles. We value and welcome diversity in the workplace and encourage all minorities, women, veterans, and persons with disabilities to apply.

To Apply for the Administrative Manager position at the National Council on Aging:

Simply email a Word version of your resume and cover letter to Jennie Kinsfather at resumes@staffingadvisors.com with "NCOA Administrative Manager/2012-1500" in the subject line of the email.