Chapter Coordinator - Puerto Rico, Guam and Virgin Islands

I.

MAJOR FUNCTIONS: Under the strategic direction of the Chapter Executive Director, the Guam, Puerto Rico and Virgin Islands Chapters, the Chapter Coordinator provides administrative, operational, and strategic support.

This role assists with administrative coordination, communication support, and member support.

This is a 15 hour per week position with flexibility in scheduling needs.

This position is based in San Juan, Puerto Rico but will have some remote work possibilities.

II.

BASIC DUTIES AND RESPONSIBILITIES: Administrative Support Manages and implements general administrative operations for the chapter office, including scheduling, correspondence, and file management and the Executive Director’s calendar.

Creates and coordinates internal and external communications, including newsletters, announcements, and basic website updates, on-registration pages and social media updates.

Creates and monitors online registration for seminars, webinars and conferences.

Maintains accurate membership records, databases, and contact lists; assists with member inquiries and engagement activities.

Prepares and executes logistical support for meetings, trainings, and events, including registration, materials preparation, on-site coordination, and creating and distributing certificates of participation.

Collaborate with the Chapter Executive Director on work-related projects and other related initiatives to support chapter goals and priorities.

Provides general office support, including ordering supplies, maintaining equipment, and ensuring a well-functioning workspace.

III.

MINIMUM WORK REQUIREMENTS: Skills: Excellent organizational and time management skills with the ability to manage multiple priorities in a small office environment.

Strong verbal and written communication skills, with the ability to interact professionally with members, stakeholders, and the public.

Proficiency in office software (e.g., Microsoft Office). Attention to detail and ability to maintain accurate records and data.

Ability to establish and maintain cooperative business relationships and to build credibility and trust throughout the organization.

Ability to work both independently and collaboratively within a small team.

Strong customer service orientation and problem-solving skills.

Knowledge: Associates degree in Business Administration, Communications, Social Work, or a related field preferred (or equivalent experience). Knowledge of nonprofit or association operations preferred.

Familiarity with membership-based organizations, event coordination, or administrative support functions is a plus.

Bilingual in English and Spanish, preferred.

Experience: Minimum of 1 year of related administrative or office support experience.

Experience in a nonprofit, professional association, or small office setting preferred.

IV.

ATTRIBUTES Results driven: This individual sees the big picture, assists with the development and monitoring of key performance metrics to produce the desired results.

Strong business acumen: This individual sees opportunities and emerging trends, and is knowledgeable about the operations, unique needs, and goals specific to member-driven, not-for-profit organizations.

Firm and fair leadership: This individual will work with a wide range of staff, colleagues, and members, requiring a firm, fair, and flexible style that both complements the efforts and supports the needs of others.

Partnership: This individual is able to build trust internally and externally and must be viewed as highly professional, discreet, and accountable.

Organizational agility: This individual has a thoughtful, respectful communication style that fosters an open environment, enabling thought-provoking discussions and collaborative decision making.

Perceptive: This individual is creative and intuitively recognizes opportunities and takes appropriate action.

This document describes general job duties and responsibilities.

It is not a complete listing of job duties.

Further clarification should be obtained from the supervisor listed above (e.g.

Work plans, performance standards, task lists etc.). Incumbents may be required to perform tasks related to these duties.

Major changes in job duties should be incorporated in this description.