Administrative Coordinator II
Consumer Marketing
National Cattlemen’s Beef Association, Denver, Colorado

Reports To: Senior Vice President, Consumer Marketing

General Responsibilities:

The Administrative Coordinator provides administrative, accounting liaison and communications support functions for the Advertising, Digital Media and Food and Nutrition Communication teams and administrative support for the Senior Vice President of the Consumer Marketing Department.

Specific Responsibilities:

·         Provides administrative support – develops and maintains files; maintains publications ordering/distribution; organizes and executes mailings; distributes internal mail; handles photocopying and faxing; coordinates staff travel arrangements; meeting arrangements and conference calls

·         Assists in preparation of reports and handles word processing, formatting, creation of charts and graphs, duplication and distribution

·         Assists with development of presentations including designing, formatting and preparing PowerPoint presentations

·         Updates current and posts new Web content as directed by staff

·         Manages publication mailing database, including updating existing and creating new recipient entries

·         Coordinates letter confirmations for Nutrition Seminars

·         Coordinates inventory of materials with customer service

·         Proofs/edits documents as requested by staff

·         Supports teams in governance meetings and communication (officers, executive committee, board, program committees, etc)

·         Coordinates with agency partners and other contractors on billing and contracts

·         Acts as staff liaison for SVP and members of the Consumer Marketing Team

Accounting Support Function

In addition to the direct support of the Advertising, Digital Media and Food and Nutrition Communication teams and the Senior Vice President, the Administrative Coordinator also will support an invoice management process. The Administrative Coordinator will:

·         Initiate E-requisitions to tracks purchase orders

·         Receive all invoices for the teams whether from accounting or from project managers who receive them directly

·         Record vendor, date of receipt, amount of invoice, approver and date sent to AP in a simple alphabetical by vendor log on the Q drive

·         Stamp invoices with a received date and, if non-complex, transmit to project managers for approval

·         Review complex invoices to ensure that proper backup information is provided, review back-up to ensure it matches with the invoice amounts

·         Following review, place invoices in a red signing folder and transmit to the appropriate project manager noting, in the case of complex invoices, whether documentation is correct or if additional and/or corrected backup is required

·         Maintain a set of project budget files (folders by project code and vendor) for Advertising, Digital Media and Food and Nutrition Communication

·         Receive approved invoices from project managers and submit to AP for payment

·         A copy of the invoice showing date submitted to AP will be placed in the appropriate project budget file (NOTE: for tracking, the new trial balance table provided by accounting shows invoices by vendor and by date and YTD totals paid to each vendor)

·         Assist project managers (and other admin support personnel as appropriate) in using the budget management tools provided by accounting (Expense vs. Budget Report, PO Report and Trial Balance) to track their budgets

o        Provide trial balances to project managers every two weeks

o        Provide Expense vs. Budget and PO Reports to project managers every week

o        Assist project managers in the use of those tools as appropriate

Qualifications and Key Skills:

The ideal candidate for this position will possess: 

·         Experience providing administrative support to several teams at the same time

·         High level of professionalism, trustworthiness, dependability and motivation

·         Excellent communication skills, including both written and oral

·         Ability to collaborate and cooperate with diverse groups of people

·         Desire to accept challenges and improve upon the status quo

·         Strong time management, prioritization and organizational skills

·         Strong computer and business software skills, including Internet, Extranet, MS Word, MS Excel, MS Outlook and MS PowerPoint

·         Experience tracking billing and budgets

Attention to detail is essential to success in this position.  This person must be a self-starter capable of working on several projects simultaneously.  This individual will be evaluated on the results of work performed and his or her contributions to the department’s and organization’s success.  Some overnight travel may be required for this position.  This position may require early/late hours and weekend hours on occasion. 

Please submit cover letter, resume and salary history to resume@beef.org