Coordinator, Division Office & Event Support, Paducah USA

Job Offers in The USA

​Company: American Cancer Society

Job Offers: Coordinator, Division Office & Event Support

Location: PAducah, KY USA

Job ID#: 19763

Functional Area: Clerical / Admin

Position Type: Full Time

Department: Support Services

Experience Required: Less than 1 year

Relocation Provided: No

Position Description

One hundred years ago, the American Cancer Society began the fight of a lifetime, the fight against cancer. After 100 years of saving lives and creating more birthdays, we are leading the way in working tirelessly to transform cancer from deadly to treatable and from treatable to preventable. We want to finish the fight against Cancer. In fact, we have never been more ready to put the American Cancer Society out of business.

That is why we are embarking on our most ambitious undertaking yet. Each year, we help cancer patients everywhere get the help they need when they need it.

As the largest voluntary health organization, the American Cancer Society is passionately committed to saving lives from cancer. We are working to create a world with less cancer and more birthdays, a world where cancer never steals another year from anyone's live. The ACS combines relentless passion with the wisdom of nearly a century of experience to make this vision a reality, and they get results. The ACS saves lives by helping people stay well, helping people get well by finding cures and fighting back. Thanks in part to this work; nearly 12 million cancer survivors and countless other who have avoided the disease will celebrate a birthday this year.

As the official sponsor of birthdays, we know how important each and every birthdays is!

The coordinator, Division Office & Event Support role will be responsible for performing activities to ensure Division offices are opened and staffed to serve the customer in their respective communities as well as perform activities to support a portfolio of distinguished and/ or community events. Responsibilities include but are not limited to: mail management, general office operations, office volunteer management, donation/income processing, general event support, event materials & product support, data entry and standard reporting.

Office Support:

• Provide office supply management, to include ordering, inventory, receiving orders, and expenses.
• Responsible for event materials/ product management - receiving orders, maintain inventory and distribute to appropriate staff.
• Oversee mail management, coordinate receipt and distribution of letter, packages, correspondence, sort mail, process all office bulk mailings, maintain postage due accounts and postage in meters.
• Provide support for facility management, interact with building management and landlord as needed, serve as a liaison for the Facilities Department for annual building inspections injury incident reports, office closure, security point, local of contact for internal / external office vendors.
• Provide general office operation support, coordinate office space utilization and equipment, manage off site and internal storage facilities, maintain and manage inventory of fixed assets.
• Process ePRFs for office related expenses and invoices, point of contact for AV equipment, conference rooms, office meetings and trainings (beverages, food, room preparation, supplies).
• Serve as a liaison for the IT department, work with IT to resolve office wide computer related issues, act as point of contact for computer and hardware upgrades and phone system; return equipment to IT; serve as a system super user for appropriate technology tools.
• Oversee reception and front desk duties, receive incoming calls, provide assistance to callers; greet visitors and provide assistance, ensure office is covered during open hours, assist walk-in patients with mission needs when a mission support role is not in the office.
• Oversee office volunteer management, help recruit, train, direct, coordinate, maintain data, and support recognition efforts.
• Oversee all donation processing and cash management received in the office according to cash management handling procedures to include incomplete memorials, batch headers, petty cash, bank deposits, assist with inquiries related to income processing.
• Create bank night kits: batch forms, accounting packets, log, bank bags, and income processing materials, night deposits keys.
• Provide Office Communication support, office email groupings, office information in the Cancer Resource connection.
• Provide Siebel service request support, handle and manage as assigned reassign to the appropriate staff person as required.

Event Support:

• Create event related materials including but not limited to: invitations, RSVP's, brochures, posters, letters, programs, certificates, and name tags.
• Provide event material support; ensuring appropriate accounting; order event related supplies (award, brochures, apparel, invitations, promotional products, luminaria, incentive prizes, team captain packets and sponsor packets)
• Prepare event correspondence and mailings, meeting invitations; manage RSVP's; maintain contact lists.
• Provide general event support: maintain locations, dates and times for events with SSBS, participant registration, small game of chance license, ticket purchasing, insurance process (certificates of insurance), event related requires (SRs, phone, walk-ins), auction process (auction items coordination, volunteer training, payment, etc.)
• Support data entry to include: income, expenses, sponsorship, committees, sponsors, survivors, post event data etc. into Siebel, EMT, Greater Giving.
• Provides day of event support as approved and within policy to include registration, check out, setup and take down of equipment (computers, printer, etc.) onsite donation processing.
• Pulls report to support events, review reports as needed, follow up on data quality or content concerns; compile and summarize data to meet specific event needs. Manage specific data (i.e., registrations, donations, previous YTD information, lapsed participants, team leader reports, etc.).
• Setup / compile information on high end events including bid forms, bid paddles, and accurate seat assignments and charts within greater giving.

Position Requirements:

• Associate degree preferred, or a combination of education and work experience.
• 0 - 2 years of office or event support experience.
• Excellent written and verbal communication and interpersonal skills.
• Strong computer skills; strong word processing, database management and spreadsheet skills.
• Ability to respond to changing circumstances and priorities in a focused and timely manner.
• Ability to interpret, adapt and apply guidelines and procedures.
• Able to work successfully in a diverse team environment.
• Able to cultivate relationships in a diverse population of community leaders and volunteers.
• Limited travel, including evening and weekend work required.
• Ability to to lift 30lbs

Staff have a unique opportunity to save lives through direct mission impact while fulfilling personal and career objectives. The American cancer society values accountability and high performance and rewards those teams and team members who continually improve their capability and contribution. The American Cancer Society is also dedicated to hiring and retaining a diverse work force to help achieve our mission.

Save Lives. Fulfill Yours.

ACS is an equal opportunity employer and actively seeks candidates from diverse backgrounds including women, communities of color, the LGBT community, veterans, and people with disabilities.

We are an equal opportunity employer and do not discriminate against any employee applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal state or local protected class.

To Apply please go to our career website at this link: ACS Careers