ADMINISTRATIVE SPECIALIST presso Volunteers of America Northern Rockies

Description

Administrative Specialist

Classification: Exempt

Reports to: Chief Administrative Officer
Date: August 2025

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

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Summary/Objective

The Administrative Specialist provides critical support to the Chief Administrative Officer (CAO) by coordinating and managing key administrative functions related to contracts, insurance, organizational policies, property leases, and vehicle records. In addition to ensuring accurate documentation and timely workflows, this position serves as a cross-functional liaison with departments such as Compliance, Finance, and HR. The Administrative Specialist also supports department operations and strategic initiatives by preparing high-quality materials, managing event logistics, and assisting with special projects that advance the organization’s administrative effectiveness and risk management practices.

Essential Functions

• Partner with the Compliance Department to maintain the central repository of executed contracts and ensure timely coordination of administrative contract renewals
• Ensure appropriate payment processing and oversight of lease and lessor agreements with the Finance Department
• Prepare documentation and coordinate the process of purchasing and disposing of assets
• Prepare summaries and reporting dashboards for contracts as needed
• Maintain up-to-date records of active insurance policies, certificates, and property/vehicle inventories
• Coordinate with insurance brokers on renewal processes and timelines
• Support the preparation of insurance applications and claim information
• Coordinate regular review of administrative and HR policy updates
• Oversee the organization’s annual record disposal process
• Contribute to HR functions including recruitment, onboarding, and benefits administration
• Partner with the Professional Development department to ensure streamlined compliance training and accurate data management through the Learning Management System
• Provide direct support to the CAO, including project and event coordination and cross-departmental communication
• Participate in the maintenance and development of VOA’s intranet via SharePoint. 
• Process invoices and credit card expenditures.  
• Support other administrative and strategic initiatives as assigned

Competencies

• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values  
• Able to organize/prioritize large volumes of information 
• Able to function under pressure to meet tight deadlines  
• Able to effectively deal with diverse individuals and groups  
• Exceptional communication skills - both oral and written
• Attention to administrative and legal detail
• Ability to anticipate risk and recommend solutions
• Collaboration across departments
• Demonstrates professional discretion and sound judgement when navigating sensitive issues
• Organized and analytical, with a proven ability to manage and synthesize information
• Committed to fostering a culture of teamwork and mutual respect that balances individual accountability with team success

Supervisory Responsibility

This position does not have any supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.

Position Type/Expected Hours of Work

This is a full-time position.  Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m.  Occasional evening and weekend work may be required as job duties demand.

Travel

Occasional travel is required for this position.

Required Education, Experience, or Eligibility Qualifications

• High School Diploma
• Three years of relevant administrative experience
• Proficiency in Microsoft Office and experience with file and contract management

Preferred Education and Experience

• Bachelor’s Degree in a related field or five years of administrative experience
• Experience supporting organizational systems or senior executives
• Familiarity with insurance and contracts

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.

Qualifications