Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We confront our region’s biggest issues head-on, and after 125 years of serving more than 20,000 clients per year, we need someone to help us coordinate some of our organization’s essential administrative functions.
We provide housing for families, veterans, and low-income seniors. We provide addiction recovery services for men and women and our Freedom House program is a national model for pregnant and parenting women overcoming substance use disorder. We provide care and support for individuals with developmental disabilities. We provide healing and accountability that brings people together with restorative justice. We provide free, convenient, and confidential HIV testing and education as well as syringe exchange services.
When Volunteers of America was founded in 1896, “volunteer” referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. We’re searching for people to join us in advancing this mission.
As the Integration Coordinator for VOA, you’ll manage a portfolio of Senior Team member’s calendars, assist with planning and managing events and materials for our Board of Directors, provide administrative support for the senior management team, and other key administrative departments, and act as a leader of integrating processes. Your goal will be to streamline administrative processes and create an exceptional customer service experience for your colleagues, our clients, our Board members, volunteers, and donors. Your success will allow VOA to expand and strengthen our services – helping thousands of the most vulnerable community members – while simultaneously developing your collaboration, analytical, facilitation, and project management skills, and establishing yourself as a leader on our administrative team. This is a full time, salaried position.
Weekly Pay: Get paid for your hard work every Friday.
Generous PTO: Each week, accrue both vacation time and sick time. Once you’ve been here a year, we add a few personal days as well.
Heine Brothers Coffee: Save hundreds of dollars on your caffeine craving each year thanks to our partnership to provide our staff with delicious coffee from this beloved local coffee shop.
Location: Make your commute a breeze and get here quickly thanks to our highly accessible central location in downtown Louisville. Bonus: we’re steps away from dozens of delicious local restaurants.
Wellness: We’re serious about wellness at VOA. From staff wellness days (massages, apple orchard outings, holiday potlucks) to our employee wellness scholarship, our free staff mental health services, and team retreats, we practice what we preach and prioritize employee health and well-being.
Room to grow: We’re an organization of nearly 600 dedicated staff. With a wide variety of programs and departments, we have numerous opportunities for professional development. We have a track record of promoting from within and investing in our staff to give them the resources they need to grow.
Insurance: We’ve got you covered. We offer full medical, dental, and vision insurance, as well as a host of other types of insurance.
Not everyone can be an Integration Coordinator. To be seriously considered for this role, please have the following in regard to:
Experience: At least 1-2 years prior experience functioning as a skilled office administrative employee.
Education: Bachelor’s degree in English, Marketing, Communications, a degree in the human services or social services field or a similar field, preferred.
Skills: You must be an exceptionally organized and process-oriented person who is a stickler for details and deadlines, adept at using technology to help make processes more efficient, and extremely responsible and responsive. You must also be an excellent communicator, someone who understands how to frame a message in a clear, concise, and compelling way both in writing and speaking.
Characteristics: We empower all staff to be owners vs. renters in their roles – to take charge, fix what’s broken, and reap the benefits of your efforts by zeroing in on specific objectives. You invest in improving what irks you. Success in this role hinges on your ability to effectively prioritize and execute tasks with a sense of urgency, be humbly assertive when driving projects, be a bit of a jack of all trades, and be vulnerable and open to giving and receiving feedback. We are big Brene Brown fans around here and fully subscribe to her daring leadership concept.
Character: We hire, fire, and promote based on our five core values of commitment, compassion, diversity, justice, and integrity. These values run through our entire culture so it’s important to us that you truly believe in these values too.
Bonus points: You have experience leading or teaching groups, you’re familiar with the Entrepreneurial Operating System (EOS), you’re known as “the planner” among your friends and family.
As a part of VOA’s Integration Team, you’ll meet the agency’s administrative needs with a small team, experimenting, learning, and adjusting as you go. Throughout your journey to streamline our administrative functions, you’ll be responsible for:
Crafting select Senior Team member’s calendars and serving as the principal liaison for those members’ scheduling needs. This means that you’ll manage scheduling and calendar maintenance for 4-7 executives. You’ll create and code calendar appointments, email and call key stakeholders and field meeting requests.
Filtering, prioritizing, and processing key tasks and communications for yourself and members of the Senior Team. This means ensuring that correspondence gets answered in a timely manner, that you effectively prioritize tasks in order of urgency, and help Senior Team members stay on track with key projects and initiatives.
Providing administrative support for the Senior Manager of Integration. This means assisting with invoice processing, large agency mailings, check requests, meeting set up and tear down, arranging catering, and email and phone call follow up for external stakeholders.
Keeping key strategic priorities on track by adhering to a meticulous follow-up process for assigned projects. This means using Asana (our project management software) to humbly and confidently nudge all members of assigned projects to ensure priorities like annual planning, special meetings, and quarterly goals stay on track.
Helping plan and execute informative, engaging Senior Team meetings, Board of Directors meetings, and administrative retreats. This means helping to gather materials, arrange catering and rentals, and ensure all meeting and event details are thought about and taken care of.
Serving as the resident Travel Planner Extraordinaire for the Senior Team. This means booking flights, rental cars, and hotels for Senior Team members and ensuring all travel plans work with their schedules.
If this role sounds like a great fit, please reach out with a resume and a cover letter that answers the following questions:
Why do you want this role?
Tell us about a time when you received hard feedback.
If you’re an Enneagram person, what’s your profile?
To apply for this job please visit workforcenow.adp.com.