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Coordinator, Administration & Operations

Tree Care Industry Association

The Tree Care Industry Association (TCIA) is a trade association of 2,300 tree care firms and affiliated companies worldwide and was established in 1938 as the National Arborist Association. Our mission is to advance tree care businesses.

TCIA develops safety and education programs, standards of tree care practice, and management information for tree and landscape firms around the world. We provide continuing education, training, conferences and publications to promote the safe and appropriate practice of tree care. 

In this newly revised hybrid role, the right candidate will have the opportunity to grow the role to meet the continuing expansion of the operations of the TCIAF or Human Resources.

The Coordinator, Office Administration & Operations position is responsible to deliver value add service to management and employees that reflect the business needs of the organization. The successful Coordinator acts as an employee champion and change agent while seeking to develop integrated solutions, move strategy and problem solve. The position formulates partnerships across the organization and with external vendors to reflect the business objectives of TCIA. The role will participate in the daily functions of the Administration & Operations team including assisting the Vice President, Administration & Operations with the hiring and offboarding activities, varied transactional needs, performance management and benefits administration. The primary function of the role is to oversee the grants administration of the Tree Care Industry Association Foundation (TCIAF) while also supporting the Administrative and Operational needs of TCIA.

 


Title: Coordinator, Administration & Operations

Team: Administration & Operations

Supervisor: Vice President, Administration & Operations

Status: Full Time / Non-Exempt (Hourly) Schedule may be either Monday through Friday: 8:00am to 4:30pm or 8:30am to 5:00pm

In this newly revised hybrid role, the right candidate will have the opportunity to grow the role to meet the continuing expansion of the operations of the TCIAF or Human Resources.

The Coordinator, Office Administration & Operations position is responsible to deliver value add service to management and employees that reflect the business needs of the organization. The successful Coordinator acts as an employee champion and change agent while seeking to develop integrated solutions, move strategy and problem solve. The position formulates partnerships across the organization and with external vendors to reflect the business objectives of TCIA. The role will participate in the daily functions of the Administration & Operations team including assisting the Vice President, Administration & Operations with the hiring and offboarding activities, varied transactional needs, performance management and benefits administration. The primary function of the role is to oversee the grants administration of the Tree Care Industry Association Foundation (TCIAF) while also supporting the Administrative and Operational needs of TCIA.

Educational and Experience Qualifications:

• Associate’s Degree preferred or Equivalent Experience

• 5+ years of related experience in fundraising, grants administration, and programming, specifically in reviewing applications preferred OR in Human Resources Management.

• Exceptional written and verbal communication skills, including the ability to interact with all levels of employees, members, and executives while maintaining professionalism both in both oral and written communications to reflect TCIA Core Values.

Job skills needed to complete the job:

• Proficient in the use of MS Office (Outlook, Word, Excel, etc). Ability to pick up new concepts and software quickly and easily.

• Capable of being able to pivot and reorganize, prioritize, and schedule work assignments to meet company needs.

• Demonstrated ability to provide exceptional customer service.

• Project Management

• Agile working style and comfortable working with ambiguity and fluidity while being self-motivated

• Ability to learn online grant application software package and make necessary updates as needed

• Desire to partner with other TCIA teams as a trusted extension of the team.

• Be a "team player", that is cooperative, supportive and helps other team members.

Key attributes required to be successful at TCIA:

• Be of Service

• Be a Team Player

• Be Driven

• Be Respectful

• Be Principled

Essential responsibilities you must be able to perform:

Tree Care Industry Association Foundation Administration:

Program Management of Arborist Safety Training Institute (ASTI), which provides grants for job and safety training workshops to minimize deaths and injuries while promoting overall workforce safety.

• Grant Administration: 

  • Responsible for review, evaluation, selection based on program priorities and established criteria, management of fund distribution.
  • Receive and manage grant applications. Send (approval & denial) grant letters, and processing grants.
  • Responsible for all data (collection, entry, tracking, and reporting of grant requests and disbursements). 
  • Track, log, and deposit incoming funds, outgoing grants, and expenses. 
  • Maintain grant-related records and documentation, such as receipt and control of grant correspondence, changes, status reports, and other documents. 
  • Analyzing foundation impact by tracking supported efforts and donations.

• Marketing and Communications: 

  • Manage incoming and outbound communications. Develop content for newsletters, annual reports, other reporting avenues, etc with the goal of creating a strong presence. 
  • Help develop a marketing strategy and messaging to promote all programs and events. Identify the impact of TCIAF. Ensure that the social media strategy is being implemented and tracked to measure growth. 
  • Monitor trends, innovations, and practices that may impact ASTI.

• Committee Lead: 

  • Lead grant review committee by preparing Committee materials, attending, recording, and guiding team grant discussions.

• Event Management for Robert Felix Memorial Scholarship Fund/Golf Tournament 

  • Lead and manage the entire process of running the Robert Felix Memorial Golf Tournament, the primary fundraising event. Process includes administration, communication, marketing support, and event management. 
  • Ensures successful rollout of programs and events, develops new event opportunities, and work closely with other TCIA staff to manage resources and coordinate efforts to maximize the effectiveness of events.

• Board Governance (Board of Trustees Liaison) 

  • Coordinate and attend Board of Trustees meetings and document meeting minutes 
  • Coordinates the scheduling and logistics for TCIA’s Board and Board-related Committee meetings. 
  • Communicate effectively with the Board by providing members with all information necessary to continually function properly and make informed decisions in a timely and accurate manner. 
  • Updates & monitors quarterly strategic plans and prepares a report for the Board. 
  • Maintains CEO and Board correspondence files.

 

Human Resources:

• Support human resource compliance. (Posters, reporting, data).

• Coordinate and administer all employee benefit programs including responsibility for employee maintenance (additions, deletions and changes) to employee benefit(s)

• Analyzes trends and metrics in partnership with the Vice President, Administration & Operations to develop solutions, programs and policies and suggest new HR strategies. Support the team to achieve the TCIA’s strategic objectives by acting as the project manager on a range of different projects and responsibilities.

• Manage data within HRIS system for employee transactions such as hires, promotions, transfers, performance reviews, and terminations.

• Support Payroll processing.

• Support the on-boarding and off-boarding process.

• Maintain information to oneself that is sensitive or confidential.

Office Support:

• Required to travel to and attend EXPO as requested.

• Support shipping function as needed and act as a back-up (shipping and checking orders, etc) for vacation/sick/high volume coverage with technical support provided by IT. At the end of the day, run the report on the UPS computer so it clears out the day's shipments (as needed).

• Work closely with decision makers in other departments to identify, recommend, develop, implement and support solutions for all aspects of the organization.

• Other job-related duties or tasks as assigned. TCIA is a team-orientated company where our employees are expected to perform any duty required to advance the mission of the association, regardless of whether the duty is listed in any specific job description.

The job functions listed above represent the primary duties and responsibilities of this job and in no way states or implies that these are the only duties to be performed by you. Other duties and responsibilities within the scope of this job may be assigned. You will be required to follow all instructions and to perform all duties requested by your manager; subject to reasonable accommodations and within the scope of the position.

Physical DemandsMust be able to lift, carry, push and/or pull up to 40 pounds without the assistance of another person. Performing physical activities that require considerable (50%+ of the day) use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials. This position functions may require sufficient physical ability and mobility to work in various office settings and to stand or sit for prolonged periods of time 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 individuals with disabilities to perform the essential functions.

Requirements:

Educational and Experience Qualifications:

• Associate’s Degree preferred or Equivalent Experience

• 5+ years of related experience in fundraising, grants administration, and programming, specifically in reviewing applications preferred OR in Human Resources Management.

• Exceptional written and verbal communication skills, including the ability to interact with all levels of employees, members, and executives while maintaining professionalism both in both oral and written communications to reflect TCIA Core Values.

Job skills needed to complete the job:

• Proficient in the use of MS Office (Outlook, Word, Excel, etc). Ability to pick up new concepts and software quickly and easily.

• Capable of being able to pivot and reorganize, prioritize, and schedule work assignments to meet company needs.

• Demonstrated ability to provide exceptional customer service.

• Project Management

• Agile working style and comfortable working with ambiguity and fluidity while being self-motivated

• Ability to learn online grant application software package and make necessary updates as needed

• Desire to partner with other TCIA teams as a trusted extension of the team.

• Be a "team player", that is cooperative, supportive and helps other team members.

Key attributes required to be successful at TCIA:

• Be of Service

• Be a Team Player

• Be Driven

• Be Respectful

• Be Principled

Responsibilities:

Essential responsibilities you must be able to perform:

Tree Care Industry Association Foundation Administration:

Program Management of Arborist Safety Training Institute (ASTI), which provides grants for job and safety training workshops to minimize deaths and injuries while promoting overall workforce safety.

• Grant Administration: 

  • Responsible for review, evaluation, selection based on program priorities and established criteria, management of fund distribution.
  • Receive and manage grant applications. Send (approval & denial) grant letters, and processing grants.
  • Responsible for all data (collection, entry, tracking, and reporting of grant requests and disbursements). 
  • Track, log, and deposit incoming funds, outgoing grants, and expenses. 
  • Maintain grant-related records and documentation, such as receipt and control of grant correspondence, changes, status reports, and other documents. 
  • Analyzing foundation impact by tracking supported efforts and donations.

• Marketing and Communications: 

  • Manage incoming and outbound communications. Develop content for newsletters, annual reports, other reporting avenues, etc with the goal of creating a strong presence. 
  • Help develop a marketing strategy and messaging to promote all programs and events. Identify the impact of TCIAF. Ensure that the social media strategy is being implemented and tracked to measure growth. 
  • Monitor trends, innovations, and practices that may impact ASTI.

• Committee Lead: 

  • Lead grant review committee by preparing Committee materials, attending, recording, and guiding team grant discussions.

• Event Management for Robert Felix Memorial Scholarship Fund/Golf Tournament 

  • Lead and manage the entire process of running the Robert Felix Memorial Golf Tournament, the primary fundraising event. Process includes administration, communication, marketing support, and event management. 
  • Ensures successful rollout of programs and events, develops new event opportunities, and work closely with other TCIA staff to manage resources and coordinate efforts to maximize the effectiveness of events.

• Board Governance (Board of Trustees Liaison) 

  • Coordinate and attend Board of Trustees meetings and document meeting minutes 
  • Coordinates the scheduling and logistics for TCIA’s Board and Board-related Committee meetings. 
  • Communicate effectively with the Board by providing members with all information necessary to continually function properly and make informed decisions in a timely and accurate manner. 
  • Updates & monitors quarterly strategic plans and prepares a report for the Board. 
  • Maintains CEO and Board correspondence files.

 

Human Resources:

• Support human resource compliance. (Posters, reporting, data).

• Coordinate and administer all employee benefit programs including responsibility for employee maintenance (additions, deletions and changes) to employee benefit(s)

• Analyzes trends and metrics in partnership with the Vice President, Administration & Operations to develop solutions, programs and policies and suggest new HR strategies. Support the team to achieve the TCIA’s strategic objectives by acting as the project manager on a range of different projects and responsibilities.

• Manage data within HRIS system for employee transactions such as hires, promotions, transfers, performance reviews, and terminations.

• Support Payroll processing.

• Support the on-boarding and off-boarding process.

• Maintain information to oneself that is sensitive or confidential.

Office Support:

• Required to travel to and attend EXPO as requested.

• Support shipping function as needed and act as a back-up (shipping and checking orders, etc) for vacation/sick/high volume coverage with technical support provided by IT. At the end of the day, run the report on the UPS computer so it clears out the day's shipments (as needed).

• Work closely with decision makers in other departments to identify, recommend, develop, implement and support solutions for all aspects of the organization.

• Other job-related duties or tasks as assigned. TCIA is a team-orientated company where our employees are expected to perform any duty required to advance the mission of the association, regardless of whether the duty is listed in any specific job description.

The job functions listed above represent the primary duties and responsibilities of this job and in no way states or implies that these are the only duties to be performed by you. Other duties and responsibilities within the scope of this job may be assigned. You will be required to follow all instructions and to perform all duties requested by your manager; subject to reasonable accommodations and within the scope of the position.

Physical DemandsMust be able to lift, carry, push and/or pull up to 40 pounds without the assistance of another person. Performing physical activities that require considerable (50%+ of the day) use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials. This position functions may require sufficient physical ability and mobility to work in various office settings and to stand or sit for prolonged periods of time 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 individuals with disabilities to perform the essential functions.

How to Apply:

Please send resume and cover letter to:

Kristy L. Hiller | Vice President, Administration & Operations

khiller@tcia.org

800-733-2622 | Direct: 603-792-1287| Mobile: 603-767-4941

Tree Care Industry Association

670 North Commercial St, Suite 201, Manchester, NH 03101

Job Location:

Manchester

Date Added: April 27, 2021

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