The Primary Care Coalition (PCC) seeks a committed and enthusiastic Administrative Manager to provide administrative and logistical support to the Chief Executive Officer, Board of Directors, and up to two senior program managers with a variety of organizational and administrative duties including correspondence, reporting, invoice submission, researching and drafting presentations, meeting and event logistics, and facilities management. The successful candidate will be an organized self-starter, at ease with senior managers and Board members, and interested in the mission of Primary Care Coalition. 

Recognized as a leader in reducing health disparities in Montgomery County, Maryland and the surrounding communities, the PCC strives to provide a coordinated network of high-quality care for low-income, uninsured and underinsured, ethnically diverse individuals. The PCC envisions a strong, vibrant community that supports all people in achieving healthy lives. We work to improve health equity in our community by building partnerships with other organizations and strengthening systems of care. 
 
TELEWORK: This position is eligible for hybrid remote work.  However, the duties of the position may regularly require physical presence in the PCC office up to three days per week to perform certain duties. Note: PCC employees must reside in the following five states and District of Columbia: MD, VA, WVA, DE, PA. & DC.  Relocation costs are not provided.

WORK HOURS: The work schedule is a 40-hour work week, Monday through Friday with core daytime hours.  However, due to the Board Support functions of this position, the position must attend some meetings that run as late as 6:30 pm, and occasional evening events. 

PRIMARY RESPONSIBILITIES

1. Executive Support. 

• Manage the calendar and email, schedule meetings and organize meeting materials for the President & CEO.  As requested by President & CEO, write and respond to correspondence, conduct research and prepare draft briefings, presentations or meeting materials.  Organize data in Excel spreadsheets, produce charts. 
• For up to two senior leaders, assist with scheduling their multi-person meetings, both internal and external including with legislative and other governmental officials.  As needed for these meetings, organize and draft meeting materials, take meeting minutes and provide the senior managers with action items from the meetings for their follow-up.
• Serve as the recording secretary for the Senior Management team meetings, taking minutes, and ensuring follow through on action items. 
• Process invoices on behalf of the CEO and designated special projects/programs. Determine the charge code for invoice amounts, create invoice vouchers, gather required signatures and submit to accounting department per the monthly and annual timelines. 
• Manage and oversee internal projects and special initiatives as assigned including developing and maintaining detailed project schedules and related checklists and timetables to meet project deadlines. Notify responsible parties of approaching deadlines in a timely manner. Provide ad-hoc analytical and research support and materials development as needed.

 2. Board Support. 

• Provide administrative and content support for the activities of the PCC Board of Directors.    Work with Committees and Work Groups and their staff liaisons to develop and maintain annual schedule of Board and Committee meetings. Schedule meetings, manage use of online meeting technology. Plan and execute logistics for in-person Board meetings.  With Staff liaisons and Committee/Work Group Chairs organize meeting materials and briefings in preparation for meetings. Draft agendas, set deadlines for document submission, assemble information and prepare meeting packets for distribution one week prior to meetings. 
• Attend Board, Committee and Work Group meetings to take professional minutes and handle logistics.
• Ensure all meeting materials and minutes are properly approved and archived.

3. Facilities Management. 

• Serve as central point of communication for general phone-line, voicemail, and email inquiries. Reviewing messages and directing them to colleagues for response as appropriate. 
• Retrieve physical mail from mailroom and distribute to staff mailboxes.
• Create and maintain PCC general calendar of all major meetings and convenings. 
• Ensure PCC Headquarters is appropriately supplied and organized to meet the needs of staff by organizing a schedule of kitchen cleanliness and stocking.  Ensure office equipment is in good working order; track office supply vendor and maintenance contracts and offer suggestions for improvement where applicable. Communicate with building management/landlord as needed to reserve common space and address and building issues.  
• Ensure office supplies, stationery, business cards and nameplates for new employees are ordered in a timely fashion, neatly stocked, and organized. Reconcile invoices for supplies against orders before submitting invoices to the Accounting Department.  
• Coordinate with building security to ensure all employees are properly registered with the building and have the appropriate keys and cards to enter and exit the PCC Offices
• Together with the COO and Senior Accountant, maintain records of office space and parking assignment.

 4. Event Management. 

• Identify caterers, A/V support, venue options, and other vendors as needed. Obtain quotes and contracts from vendors and spaces.
• Serve as point of contact with vendors to ensure seamless logistics for high profile events such as Board Retreat and PCC conferences and convenings.  
• Collaborate with internal and external partners to execute the event.  

 SECONDARY RESPONSIBILITIES

• Participate collaboratively in staff and team meetings. 
• Represent PCC at meetings in a professional and informed manner to maintain and/or establish key community and business contacts and connections.
• Together with all PCC staff, share responsibility for ensuring all organizational activities and operations are carried out in compliance with local, state and federal regulations and laws governing business operations.
• Perform other duties as assigned and as requested.

 QUALIFICATIONS

• Bachelor’s degree and a minimum of two (2) years of professional experience.
• Prior experience providing executive administrative support to a senior manager and/or a Board of Directors preferred. 
• Prior experience in a social service or health related organization preferred.

SKILLS AND ABILITIES 

• Diplomacy. High emotional intelligence with an appreciation for maintaining relationships and commitment and ability to maintain strict confidentiality regarding potentially sensitive information.
• Excellent communicator. Strong oral and written communication skills with ability to produce concise and compelling correspondence and materials.  Strong grammar and spelling skills.  
• Proactive. Highly motivated with the ability to anticipate and identify needs and recommend appropriate solutions or courses of action. 
• Time Management and Planning: Ability to plan, communicate in advance about, and negotiate timelines and due dates for a portfolio of activities that may have competing deadline priorities. Demonstrated ability to prioritize work for high quality outcomes.
• Detail oriented.  Ability to create output without errors. 
• Curiosity and Creativity. Strong reasoning, analytical, and problem-solving skills and ability to devise creative solutions and receptive to feedback to improve upon and enhance recommended solutions. 
• Outstanding computer skills. Comfortable using Microsoft Office applications and familiarity with office equipment such as fax machines and copy machines. 

ADA Requirements

This job operates in a professional environment with hybrid in-person and remote teleworking.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines. 
• This is largely a sedentary role; however, some filing may be required. 
• This would require the ability to lift files, open filing cabinets and bend or stand as necessary.  
• Requires ability to learn new software applications as necessary.
• Must be able to lift up to 20 pounds.  
• Must be able to travel locally.

 Disclaimer

This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions as covered under the Americans with Disabilities Act expected of an incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent.  An incumbent may be asked to perform other duties as required.

PCC is an Equal Opportunity Employer and encourages diversity in the workplace.