Colorado Nonprofit Association

Office Coordinator

Guidance from: Operations Manager

Interview Us! Office hours to be held on 9/13, 9/15 and 9/18. Reserve time via Calendly.

If you are unable to make it to the scheduled office hours, please review our Office Coordinator Q&A found through the Calendly link above.

Priority will be given to applications received by September 22, 2023

Overview:

Trailhead Institute is a public health institute whose mission is to advance innovation and collaboration in public and environmental health. The Office Coordinator will work with the Trailhead team to further the organization’s mission, build a regenerative organization that actively works to reverse historical inequities within both public health and our organization, and operate in accordance with our organizational drivers of capacity, collaboration, and justice. This person will ensure that a focus on inclusivity, diversity, and equity is incorporated throughout all components of their work.

Position Summary:

The Office Coordinator will support in-office administrative duties across Trailhead Institute’s programs and projects to maintain a healthy, thriving public health institute. Additionally, they will support and maintain administrative systems, including recruitment, hiring, retention, and exiting of Trailhead Institute Employees. The Office Coordinator will work most closely with the Operations Team and will report to the .

This position will work a hybrid in-person/remote schedule with weekly duties necessitating approximately 40% of time (Monday, Wednesday, and Friday from 10 am – 3 pm) in-person at our downtown Denver office.

Responsibilities:

Administrative:

• Regularly and reliably assist with routine in-office tasks, including processing mail and checks and preparing for weekly check runs
• Provide in-person support for weekly check runs (typically on Friday)
• Support in-office needs, including answering office related questions, arranging conference room reservations, receiving deliveries, meeting internal and external partners, and light errands in/around the downtown office
• Coordinate supply purchases for office, including the shared break room, and Staff
• Provide logistical support for Trailhead events, including meetings, orientations, trainings, and social events
• Respond to general inquiries of the organization via phone and e-mail
• Coordinate administrative needs for Staff, Board, and other meetings
• Take accurate minutes at Board meetings (which serve as public record), Committee and other meetings as assigned
• Coordinate organizational messaging via phone and e-mail, in Spanish as needed
• Engage with Trailhead teams, external partners, and vendors as needed, with an emphasis on preserving relationships and maintaining a cohesive office environment

Human Resources:

• Support Hiring Leads and the Trailhead Operations Team throughout the entirety of the hiring process from position creation through onboarding
• Assist with the coordination of Staff scheduling during hiring and onboarding
• Maintain attention to the overall health of the organization (people + mission)
• Conduct necessary research and assist with benefits offerings as needed
• Support with offboarding/termination processes as needed
• Support Trailhead’s strategic plan and related assigned duties

Desired Skills & Qualifications:

• Minimum 2 years in an administrative role or equivalent experience. Office coordination experience is a plus
• Highly detail-oriented person
• Ability to determine how information and resources can be arranged for maximum productivity
• Strong follow-through ability
• Excellent communication skills, including written, verbal, and listening
• Demonstrated history of coordinating and completing tasks independently and on time
• Keen analytic, organization, and problem-solving skills
• Ability to work well within a team
• Proficiency in Microsoft Office, Zoom, and the aptitude to learn new computer applications as needed
• Familiarity with iSolved and iSolved Hire or other payroll system software is a plus
• Excellent interpersonal skills, including the ability to resolve issues directly as they arise through the practice of direct, ethical communication
• Bilingual Spanish preferred

Key Characteristics:

• Able to focus, engage, and thrive in a hybrid in-person/remote work environment
• Is reliable and trustworthy
• Is personally accountable to doing good work and shares an enthusiasm for that work
• Able to balance a flexible working arrangement effectively, including navigating uncertainty and embracing the unexpected
• Adaptable to a dynamic and nuanced work environment (i.e. Trailhead as a living, evolving organism)
• Responds to change with patience and intention
• Stays curious and embraces a learning mindset
• Enjoys figuring out how to optimize resources for maximum productivity
• Alignment with Trailhead’s values and the ability to demonstrate these values in action
• Commitment to the mission, vision, values, drivers and strategic direction of Trailhead Institute
• Desire to promote this work in a professional and ethical manner while exercising independent judgment and discretion

Salary and Benefits

This is a full-time exempt position, with office facilities in Denver, Colorado. This is a hybrid in-person/remote position requiring approximately 40% of weekly time be spent in the office. The person in this role must be able to reliably commute to our downtown Denver office. Typical working hours are approximately 9 am – 5 pm with occasional deviation and flexibility to maintain life balance.

Hiring salary range for this position is $56,500-$59,000. Trailhead Institute offers a generous benefits package including paid vacation and sick time (prorated for part-time employees), health, dental, vision, life, short-term and long-term disability, a free RTD EcoPass, and a 401k with a 100% employer match up to 10%.

The salary for this position is provided by limited-term funding. If the funding ends, the position may be discontinued, and there is no guarantee for future employment with Trailhead Institute.

To Interview Us:

We will be holding 3 optional office hours during the two-week application period. This offers you an opportunity to schedule a 15 minute call and ask any questions regarding the job announcement and/or about Trailhead. Participation is optional in this non-interview portion of the process and won’t impact your consideration for the role. If interested, please see details above.

To Apply:

Please apply via Trailhead Institute’s online application system. You will be asked to upload your resume and job references. You will be given the opportunity to complete 5 questions in lieu of a cover letter.

Applications will be accepted until the position is filled, but full consideration will be given to applications completed and received before September 22, 2023. Application review will begin the week of September 25, 2023. Only electronic submissions are accepted.

COVID-19 Vaccination Requirement:

All employees of Trailhead Institute are required to be fully vaccinated against COVID-19, and provide documentation to this effect upon employment. Please contact us with questions and for exemption details and requests: hiring@trailhead.institute.

License and Proof of Insurance Requirement:

If you will be using a personal vehicle to drive yourself for Trailhead Institute business, you must provide a valid driver license and proof of insurance. While access to reliable transportation is a must, having a driver license and/or personal vehicle is not a requirement for employment with Trailhead Institute.

Background Check:

The person in this position will be issued a Trailhead Institute credit card; therefore, we will be conducting a background check as a condition of employment. Please note that results from this background check will not immediately disqualify your application without a conversation.

Trailhead Institute is dedicated to providing equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, sex, race, color, veteran status, religion, disability, sexual orientation, gender identity, marital status or national origin. Trailhead Institute welcomes applications from all communities, educational backgrounds and life experiences.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://trailheadinstitute.isolvedhire.com/jobs/981587-240297.html