Summary

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

Supervisory Responsibilities

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.

Minimum Requirements

• 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

Working Conditions

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.

About Commercial Vehicle Safety Alliance

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.

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