Program Coordinator for the Institute Office of Anti-Racism & Racial Equity (IOARRE)

  • Full Time
  • Anywhere

Website Sisters of Mercy of the Americas

The Program Coordinator of the Institute Office of Anti-Racism & Racial Equity (IOARRE) provides executive level support for the IOARRE department, works directly with the director, IOARRE program staff, and contractors. The coordinator is responsible for performing duties to manage the day to day operations, and manages IOARRE planning and logistics for digital and in-person engagements. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks. The main responsibilities include but are not limited to:

• Provides executive-level support to the Institute Office of Anti-Racism & Racial
Equity (IOARRE) director, staff and contractors. Duties will include:
▪ Providing leadership for and oversite of IOARRE projects as assigned by the director
▪ Assists the IOARRE director with managing department’s interface between other key departments, including Institute communications, Justice and ministries

▪ Assist in the preparation and formatting of digital and hardcopy internal resource documents, materials for workshops and presentations, as directed
▪ Works closely with director to assist in the implementation of departmental objectives
▪ Records and maintains all meeting notes for IOARRE meetings, engagement assessments and committees

• Manages and coordinates logistics for IOARRE in-person and digital engagements
• Manage all data bases, systems, and the interface with Institute technology services
to ensure access to web-based IOARRE information; and facilitate technology support for the work of the IOARRE,
• Manage the interface between the Institute Ministry Office and archives to ensure the archiving of all relevant materials of the Institute Office of Anti-Racism & Racial Equity
• Create and maintain files, spreadsheets, and various documents in support of department operations, electronically or on paper
• Create and manage an IOARRE database on internal and external engagements
• Create and manage an IOARRE database on committee members/contractors, skills and strengths
• Schedule in-person, video, and conference call meetings and appointments
• Proven ability to provide hybrid/virtual meeting support at an advanced level for multi-language meetings with up to 300 attendees
• Manages the interface between the IOARRE and Institute communications to address any related matters on the Institute’s website and intranet site
• Responsible for web-based updates for IOARRE on the Merced (SMA intranet)
• Prepare correspondence and documents, including spreadsheets for mailing and distribution, using mail merge as necessary.
• Prepare and disseminate IOARRE engagement follow-up packets/resources as directed
• Coordinate and maintain the primary department calendar, i.e., engagements, travel, meetings, etc.
• Manage travel itineraries for IOARRE in-person engagements, including IOARRE  contractors, and staff
• Manages and maintains master file of IOARRE contractors, assignments and their billing.
• Manage IOARRE Contractor Budget
• Coordinate/assist with hospitality services for visiting staff and group meetings.

• Anticipate, evaluate, and provide direction to the development and growth of office functions, processes, and procedures
• Assists in organizing, implementing, and assisting in various meetings, functions, programs, and activities
• Prepare and maintain internal and external documents, including but not limited to minutes, notes, engagement plans, resource correspondence, and other documents
• Prepares and distributes electronic messages as requested including filing, photocopying and transcribing
• Other projects and duties as assigned for the overall benefit of the organization

To perform the job successfully, an individual should have the following education, competencies, and experience:
• Bachelor’s degree in a related field or a minimum of five years of administrative support experience.
• Ability to travel and assist with the planning, logistics, implementation, and breakdown of IOARRE in-person engagements
• Flexibility to support the cycles of non-traditional work hours of IOARRE (early morning, evenings, and Saturdays)
• Experience working with marginalized populations or in Diversity, Equity and Inclusion and/or Racial Justice must
• Comprehension of levels of racism: individual, interpersonal, institutional and structural racism
• Has served in a leadership/project leader role in previous work
• Solid computer skills and proficiency in Office 365.
• Advanced expertise in videoconferencing software, e.g., MS Teams and Zoom.
• Ability to maintain complete confidentiality.
• Skilled in video storyboarding/editing.
• Strong verbal and written communication skills.
• Ability to cultivate effective working relationships with a broad range of sisters, employees, and external contacts.
• Knowledge of and adherence to office administrative procedures.
• Ability to organize, manage, and complete all assigned projects in an accurate manner, within the requested timeframe.

• Strong attention to detail.
• Self-initiator.
• Ability to prioritize work and multi-task.
• Customer service attitude.
• Ability to collect and summarize data for reports.
• Availability for travel.
• Ability to take meeting minutes that are organized and follow the standards
• Flexible in schedule and work processes.
• Preferred Prior experience in Catholic religious congregations of vowed religious, diocesan/archdiocesan offices, or other religious organizations.
• Understanding and appreciation of the mission, traditions, and culture of the Sisters of Mercy.
• Ability to articulate how and why racism is a public health crisis.
• Familiarity with the Catholic Social Teaching.

Physical Demands
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 qualified individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is occasionally required to stand; walk, sit; speak; hear; use hands to handle objects. The employee may be required to occassionally bend, stoop, twist and/or lift and carry up to 50 lbs.,
• The employee will be required to operate office equipment such as computers, telephones and fax machines and work with manual filing systems.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedures, and manuals. Ability to speak effectively with other employees, members, and supervisors.

Work Environment
The work environment characteristics 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 qualified individuals with disabilities to perform the essential functions.

▪ Work is performed in a modern office environment.
▪ Some overnight travel is required.

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