Spares Coordinator jobs in Oakland, CA

Description

Position Summary:

The Coordinator is entrusted with coordinating and learning various aspects of assigned initiatives and programs. The Coordinator plays a pivotal role in driving their success by coordinating various components, ensuring effective communication among stakeholders, managing resources efficiently, and evaluating their impact. This role involves the completion of key tasks, documentation of deliverable completion, effective communication with stakeholders, meeting coordination, and reporting on achievements. The Coordinator manages a range of administrative tasks, coordinates logistics, collects data and statistics, completes reports, attends and documents relevant meetings, and facilitates communication and coordination among and betweeen internal and external stakeholders.

Role Accountability: Initiative and Program Areas

Community Engagement and Development (Nkon)

• Community Engagement (in collaboration with the Experience Team)

• Community Leadership Programs 

  • Liberation Education

  • EBAN LIT!     

Economic Development (Aya)  

• Business Counseling            

• Akoma Market

Neighborhood Services

• Community Stewards    

  • Neighborhood Messengers

  • Safety Ambassadors

• Community Rapid Response

• BC3 Hubs/Healing Hubs

Role and Responsibilities: For Assigned Initiatives, Programs and Plans

• Dashboard Management and Key Performance Indicators

  • Collects, gathers, inputs, maintains, and updates performance and other data and statistics.

  • Regularly update the deliverable trackers and dashboard with accurate and current information.

  • Tracks completion of key tasks and performance items.

  • KPI Tracking: Files and Upload Statistics and Other Information in appropriate Folders, Dashboard, and Reporting Forms

    • Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins, and other documents

• Implementation Briefs (Roadmap) and Improvement Plans 

  • Creates and Files after Approval; Updates Monthly and as Needed (i.e., New Funder)

  • Takes the lead in creating, reviewing, and managing the implementation roadmap.

  • Updates documents regularly, especially with changes or new funding sources.

  • Review and File in Initiative/Program Folders

  • Review relevant documents and ensure proper filing in initiative/program folders.

• Folder Management and Deliverables Trackers (in Google Sheets and SmartSheets)

  •  Takes a leadership role in creating, reviewing, and managing initiative and program-related folders.

  • Takes the lead in creating, reviewing, and managing initiative and program-related deliverables trackers.

• Calendaring

  • Calendar due dates for Priority and Required Meetings, Internal Meetings, Reports Due and Invoices Due, Contract Start and End Dates;

  • Sets up Attendance Tracker, Otter; Meeting Recording, and Meeting Notes

  • Manages and updates calendars for various program-related deadlines and meetings.

  • Set up attendance tracking systems and utilize tools like Otter for meeting documentation.

• Meeting Management, Participation, and Documentation

  • Attend All External and Internal Meetings Related to Relevant Initiatives/Programs 

  • Attend All External Meetings, as and when needed, Related to Relevant Initiatives/Programs

  • Plans, prepares agenda, creates presentations, facilitates meetings, and delivers content related to role and documents meeting notes via recording and/or transcription 

  • Participates actively in external meetings, providing on-screen presence, taking notes, and fulfilling role requirements.

  • Takes responsibility for creating and filing agendas, meeting notes, recordings, sign-in sheets, transcriptions, and other relevant documents in Appropriate Initiative/Program Folders and other designated folders.

• Reporting

  • Creates Report Folders and Maintains Reporting Instruction Information; Calendar Report Due Dates and Sends Timely Reminders

  • Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins, and other documents.

  • In Partnership with Marketing and Communications:

    • Creates Initiative Briefs, One-Pagers, Updates/Achievements, Answers to FAQs, Presentations, and other forms of communication or collateral

    • Gathers input and coordinated approval from the Portfolio Coordinator, Specialists, and relevant internal stakeholders for the completion of materials

    • Ensures information is up-to-date and accurate, curate.

    • Orients internal stakeholders to the materials.

    • Ensures materials are disseminated effectively to stakeholders 

    • Orients stakeholders to materials, KPIs, and deliverables.

• Policies, Processes, and Procedures

  •  Create, Review, Update, and implement policies, Processes, and Procedures (PPP) for the Coordinator role.

  • Reviews and provides information to support other related PPPs as necessary.

Qualifications

Qualifications:

• 3 years of experience in program coordination, project management, or a related field.

• Proven track record of successfully managing and coordinating multiple initiatives.

• Experience in data analysis and reporting.

• Familiarity with program evaluation and impact assessment.

• Previous exposure to marketing and communications collaboration is a plus.

• Understanding of financial and budgetary processes related to program management.

• Experience with relevant software and tools for data management and reporting.

• Exposure to diverse stakeholder engagement and management.

Physical Demands:

Essential functions of the position require the employee to use a telephone, work at a standard computer terminal and be able to follow reasonable ergonomic recommendations, sit for long periods of time, have the flexibility to attend external meetings and events as required, repetitive motions, stand, reach, lift and carry 20 pounds, and bend. A valid Driver’s License and current auto insurance are required for logistics and event coordination.