Under minimal supervision, manage the office and handle duties for upper management. Must be efficient and comfortable being a member of a team working on a wide range of programs, projects, special initiatives, and events for the department and organization. It is essential that this position multi-task, while maintaining complex schedules and managing administrative support. The ideal candidate is resourceful, a good problem solver and organized. Deals with a diverse group of important external callers and visitors as well as internal contact at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.
- Customer service
- Administrative support
- Human Resources
- Provide superior internal and external customer service
- Maintain effective and efficient office operations
- Provide exemplary administrative support to Executive Department Directors
- Provide timely and accurate Human Resources assistance
- Process payroll accurately
Principal Duties and Responsibilities:
1. Relieves department of routine administrative tasks and ensures smooth and efficient administrative operation of the department.
2. Serves as primary source of information to staff, and patrons about FIM programs and services, requiring broad knowledge of policies, resources, and client needs. Manages incoming calls, visitors, and e-mail inquiries, which includes, in general, responding to standard and complex inquiries and use judgment and knowledge to determine when to arrange interactions with supervisors.
3. Assists in creating a welcoming and well-organized environment, including by maintaining furnishings and supplies, ordering food, and setting up and maintaining the conference room.
4. Interacts with FIM staff, outside organizational representatives, patrons and vendors; at times representing the organization at special events and in committee meetings, taking minutes as needed, as well as keeping administrators informed of key developments.
5. Sorts, opens, stamps and distributes mail.
6. Prepare correspondence to respond to internal inquiries from employees and external inquiries from outside individuals, institutions, and vendors, for own or supervisor’s signature. Compose, edit, and proofread key office materials.
7. Processes payroll and distributes reports and checks as required by the payroll schedule.
8. Maintains electronic human resources records.
9. Responsible for employee changes including salary and benefit enrollment, changes and terminations.
10. Conducts research and prepare reports and presentations as requested.
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.
Qualifications & Skills:
Education: High School education or equivalent required
Bachelor’s of Business Administration preferred
Experience: A minimum of three (3) years secretarial, office, or related experience
Previous work experience with non-profits and/or performing arts beneficial
- Strong interpersonal skills and ease with both telephone and in-person contacts
- Strong organizational and time-management skills, including ability to handle multiple tasks simultaneously
- Facility with written communication, including preparation of minutes and short documents
- Problem solving skills
- Ability to handle sensitive information
- Proficiency in MS Office Suite--Excel, Word—advanced skill set
- Ability to work independently
- Ability to operate a motor vehicle-must possess a valid Michigan driver’s license
Submit a completed employment form below
Flint Insitite of Music
Attn: Executive Department Coordinator
1025 E. Kearsley Street
Flint, MI 48503
Application deadline for Executive Department Coordinator is August 23, 2017.