Divisional Coordinator

POSITION TITLE: Divisional Coordinator
REPORTS TO: VP, Western Division
SUPERVISION EXERCISED: None
LOCATION: Los Angeles, Seattle, San Francisco, Las Vegas, San Diego
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 West 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.

Primary:

• Serve as the primary support professional for the Division Vice President
• Serves as the Division’s primary resource for budget management oversight and process and serves as liaison between regional offices and division to expedite all budgeting, contract and expense related needs.
• Manage process for allocating and recording budget and expenses, contracting, and paying vendors, and supporting Divisional and regional team members to track available budget lines.
• Provide direct project management support to the Divisional Vice President, Director of Philanthropic Outreach, Policy Director and Regional Directors, including scheduling Divisional meetings, coordinating all tech and material needs, and tracking assigned deliverables.
• Oversee the maintenance of division files. Support the Division and Regions to maintain accurate staffing, donor, partner, educator, etc lists.
• Design presentation decks
• Coordinate onboarding logisitcs 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.

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.
• Good decision-making skills, tactful, good listener, willingness to search out answers, ability to recognize when others need to be involved in activities or decisions required in this role.
• Exceptional attention to detail.
• Demonstrated ability to prioritize and manage multiple projects simultaneously to hit deadlines needed.
• Comfort in working with colleagues remotely across the country essential. Familiarity and comfort using Slack and administering Zoom meetings and webinars strongly preferred.
• Technical competence required. Working familiarity and comfort in database systems essential. High level of experience and proficiency using Microsoft Office software, including Word, Excel, and PowerPoint, and comfort learning new technology. 

Work Experience:

• The ideal candidate has three to five years’ prior administrative experience including office management and budget experience required.
• Experience providing direct administrative support to senior level management preferred.
• Prior experience managing multiple locations and stakeholders a bonus.
• Highly proficient computer skills including Microsoft Excel and PowerPoint

Education:

• Associate degree or equivalent work experience required.

Work Environment:  

• ADL is a hybrid environment; this role may require 3 days in the office. 

Compensation: 

• This position has a salary range of $47,000 to $65,000. This salary range is reflective of a position based in San Francisco, California. 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 values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of underrepresented ethnic groups, foreign-born residents, 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 People & Culture at [email protected]. 

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.