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Administrative Coordinator II
Catholic Relief Services (CRS)
Full-time
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Posted 1 week ago
Job Description

About CRS  

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

Job Summary 

CRS’ IDEA department advances the agency’s strategic position by engaging new and existing institutional donors to acquire and steward resources that deliver excellent programs to advance Vision 2030. Teams within the department focus on three main areas: engaging donors/prospects, acquiring new and continued business, and delivering on the outcomes as outlined in the institutional award agreements, in compliance with donor requirements. 

The Coordinator II provides overall support to the IDEA Department. This includes administrative support and project support relevant to the department, sharing pertinent information, and report preparation. This position is responsible for coordinating projects that may involve working with all levels of internal management and staff. The Coordinator may be responsible for event planning, calendar management, and travel arrangements and logistical support across the three main functions of engage, acquire, and deliver, including, but not limited to Business Development (BD), project support, donor engagement, knowledge management and learning (KML) and institutional donor communications (IDC) functions.

Roles and Key Responsibilities 

 Meeting/Event Coordination

  • Design and implement processes related to event management and logistical coordination of key donor meetings, trainings, and events. This includes supporting department leaders in planning and executing bi-annual summits, including leading negotiations with vendors, managing logistics, and developing session design and supporting facilitation
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Internal Organization

  • Maintain department’s SharePoint and MS Teams sites, including updating with relevant information, reports, and presentations.
  • Support colleagues in developing the department’s quarterly newsletter, Resource Acquisition Reports and other annual or bi-annual reports, as necessary.
  • Serve as point person for department’s contributions to internal agency reports including the OverOps Flash, and others, as necessary.

Budget and Expenses

  • Maintain department’s budget via Oracle, including running reports and analyzing spend and forecasts regularly.
  • Maintain inventory and management of department’s computer and supply needs; work closely with GKIM teams and others to purchase computers and equipment as needed for staff.
  • Works with team leaders to secure vendors or contracts as needed for projects and submits timely purchase orders as needed.
  • Maintain department’s credit card, including reconciling business needs and expenses monthly.
  • Maintain department memberships for relevant platforms and subscriptions.
  • Advise team members on expense submissions, timesheet entries, travel authorization requests.

​​​​​​​General Support

  • Proofread and review documents, correspondence, and presentations.
  • Provide short term coverage for teams as needed and appropriate.
  • Perform administrative tasks, as needed, to support overall needs of the department or other special projects and initiatives that arise.

Preferred Qualifications  

  • BA/BS degree or equivalent practical experience.
  • Excellent written communication skills, ability edit and format documents, presentations, etc.
  • Strong project management skills: proven ability to initiate tasks, conduct necessary research, coordinate with appropriate staff, and follow through until all tasks completed.
  • Strong attention to detail.
  • Strong computer skills in Microsoft Office 365.
  • Prior experience with Salesforce and Oracle Cloud (preferred).
  • Ability to quickly learn new tools and technologies; interest and experience in using technology and new platforms to improve work efficiency.
  • Expectation of complete confidentiality on all business matters.
  • Ability to effectively communicate and collaborate with a diverse range of job functions.
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Required Foreign Language: Fluency in English required

Required Travel: Limited/occasional.

Work Environment: Telecommuter

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

NOTE: All interested applicants must be authorized to work in the U.S. at the time of application.

EOE/M/F/D/V

Supervisory Responsibilities (if none, state none)  

None; department interns when available/appropriate  

Key Working Relationships:

Internal  IDEA department; Finance; Program Impact and Quality Assurance (PIQA); Humanitarian Response Department; Global Procurement Team, regional and country program staff; MarCom and Charitable Giving.

External  Donor representatives; colleague PVOs, inter-agency working groups.  

 

Qualifications

 

Basic Qualifications  

  • Bachelor’s Degree required in relevant field or equivalent
  • Three-five years of work experience requiring use of organizational skills, customer service skill, training and computer software.
  • Excellent written communication skills, ability edit and format documents, presentations, etc.
  • Strong project management skills: proven ability to initiate tasks, conduct necessary research, coordinate with appropriate staff and follow through until all tasks completed.
  • Ability to manage multiple tasks with competing deadlines, especially with regard to donor reporting and proposals.
  • Strong attention to detail.
  • Strong computer skills in Microsoft Word, PowerPoint, Outlook and Excel.
  • Prior experience with Microsoft Office 365, Salesforce, and Oracle Cloud (preferred).
  • Experience serving as a project lead from conception to completion (preferred).
  • Ability to quickly learn new tools and technologies; interest and experience in using technology and new platforms to improve work efficiency.
  • Expectation of complete confidentiality on all business matters.
  • Ability to effectively communicate and collaborate with a diverse range of job functions.

 

Agency-wide Competencies (for all CRS Staff)  

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

  • Integrity
  • Continuous Improvement & Innovation
  • Builds Relationships
  • Develops Talent
  • Strategic Mindset
  • Accountability & Stewardship

 

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need.  

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.  

Note:  All positions requiring residence or frequent travel outside their home country must undergo and clear a pre-employment medical examination.  

CRS' talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.

 

EOE/M/F/D/V - CRS is an Equal Opportunity Employer. (For all US and International positions)  

 

 

 

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