The administrative coordinator supports the organization’s headquarters office by performing a variety of office management, clerical, program support and administrative tasks. This position provides quality services to support the needs of the team and membership as the Alliance strives to implement the organization’s strategic initiatives.
Essential Job Functions
The following list of duties is not exhaustive. CVSA may also outline additional responsibilities that are not included in this job description. This position is responsible for:
Providing general office and administrative support for the organization
Answering the main telephone line and managing the organization’s voicemail and email
Coordinating incoming and outgoing mail and shipments
Tracking program product inventory and order fulfillment
Maintaining a clean and presentable office environment
Ordering office supplies
Troubleshooting issues with office equipment
Managing the office calendar and assisting with planning office events
Reviewing and distributing timesheets for completion
Coordinating activities with building management
Maintaining positive working relationships with internal and external stakeholders
Serving as the initial point of contact for all visitors
Supporting the CVSA Board of Directors by taking minutes for all meetings
Assisting with finance and accounting by performing basic bookkeeping and accounting activities
Assisting with grant documentation assembly and submission
Attending and supporting CVSA meetings and events
This position does not involve the direct or indirect management of other employees. This position may be responsible for the administration of external contractors and vendors who provide services related to the development and implementation of the Alliance’s programs and services.
Bachelor’s degree from an accredited college or university, or equivalent combination of education and experience
Five years of administrative experience in a professional office environment
Available for national and international travel
Knowledge, Skills and Abilities
Ability to develop, plan and schedule concurrent activities
Problem-solving skills with the ability to make sound, prudent decisions
Ability to meet deadlines of assigned deliverables
Ability to provide exceptional customer service to members and stakeholders
Ability to continuously demonstrate exceptional verbal, written, listening and interpersonal skills
Ability to develop and maintain professional internal and external relationships
Strong organizational skills, superior attention to detail and self-motivation
Ability to work in a fast-paced, evolving environment
This position will be based at our headquarters office in Washington, D.C., and involves the routine use of standard office equipment, such as computers and phones.
The position requires periodic work outside of normal business hours, as well as travel during and outside of normal business hours.
The physical demands described here are representative of those that must be met by an employee to safely and successfully perform the essential functions of this job consistent with federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Persons with mental and physical disabilities as defined by the Americans with Disabilities Act (ADA) are eligible for this position as long as they can perform the essential functions of the job after reasonable accommodations are made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible for this position.
The Commercial Vehicle Safety Alliance (CVSA) is a nonprofit organization comprised of local, state, provincial, territorial and federal commercial motor vehicle safety officials and industry representatives. The Alliance aims to prevent commercial motor vehicle crashes, injuries and fatalities and believes that collaboration between government and industry improves road safety and saves lives. Our mission is to improve commercial motor vehicle safety and enforcement by providing guidance, education and advocacy for enforcement and industry across North America.