Job Description

Administrative Support:

Position Overview

The Human Resources Administrative Coordinator plays a critical role in supporting the efficiency of iJAG's operations and programming departments. This position is responsible for providing comprehensive administrative support to the Executive Business Partner and Human Resources Business Partner, ensuring that daily operations run smoothly and key projects and initiatives are effectively managed. The role works closely with all levels of the organization to ensure that necessary support tasks are handled in a timely manner in alignment with the iJAG mission.

Essential Functions

Administrative Support

Serve as the primary point of contact for the Executive Business Partner, managing calendars, scheduling meetings, and coordinating travel arrangements. Supporting other members of the Executive Team when necessary. Manage incoming and outgoing communications, including emails, phone calls, meeting minutes, and other correspondence, ensuring timely responses and follow-up.
Human Resource Support:

Assist with HR administrative functions including onboarding, offboarding, and benefits administration to ensure a smooth employee experience from start to finish. Coordinate interview scheduling, conduct candidate reference checks, and provide general support for recruitment processes. Prepare and maintain employee files, onboarding materials, and system entries with a high level of accuracy and confidentiality. Partner with the HR Business Partner and leadership to ensure consistent application of HR processes and timely communication with staff.
Project Coordination:

Assist in the planning and execution of key projects and initiatives, tracking progress and ensuring deadlines are met. Organize and maintain project files and documentation, ensuring that information is up-to-date and accessible. Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Office Management:

Oversee office supplies and equipment, ensuring that the office is well-stocked and that resources are efficiently utilized. Implement and maintain office procedures to improve operational efficiency. Receive, sort, and disseminate incoming mail, as well as manage outgoing mail. Distribute Memorandum of Understanding to school districts annually. Provide exceptional customer service to visitors at the office.
Fleet Vehicle Management:

Manage the scheduling and usage of fleet vehicles, ensuring policies are followed appropriately. Ensure dispersal of keys and other relevant items for checked-out vehicles. Assist the Executive Business Partner with handling maintenance schedules and arrangements. Follow contingency plans should a vehicle be needed and unavailable.
Board of Directors Support:

Ensure that internal stakeholders attend the appropriate committee meetings quarterly. Maintain all documentation relevant to committee meetings and disseminate to Board members including meeting minutes, reports and other documentation. Manage logistics for meetings, including booking conference rooms, setting up virtual attendance, etc.
Event Planning Support:

Support the planning and coordination of iJAG events, including internal meetings, workshops, and external events with various internal and external partners. Work with vendors to book hotel or conference space accommodations, plan and order menus, and manage print material orders. Other duties as assigned.
Job Qualifications

An Associate degree in business administration, management, or a related field is required. A Bachelor's degree is preferred. 2+ years experience handling clerical/scheduling tasks in an office setting. Demonstrated ability to handle confidential information with discretion. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management tools. Excellent communication skills, both written and oral. Ability to manage multiple priorities. Strong time management skills. Highly organized and attentive to detail. Highly invested in the iJAG mission.
Job Type: Full-time

Pay: $45,000.00 - $52,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Paid time off Parental leave Professional development assistance Referral program Tuition reimbursement Vision insurance
Ability to Relocate:

Des Moines, IA 50314: Relocate before starting work (Required)
Work Location: In person