CED Office Administrator

• Base Pay $62,285.00 - $83,044.00 / Year
• Employee Type Exempt
• Required Degree 2 Year Degree
• Manage Others No

• Phone  ext. 1025
• Email jobs

The Office Administrator to the Community and Economic Development (CED) department provides high-level executive, confidential, operational, and strategic support to the VP. This position plays a critical role in coordinating the day-to-day operations of the CED department while supporting initiatives across all CED programs, including resident services, youth and family support, economic mobility programs, and grant-funded initiatives.

The Office Administrator serves as a key liaison between the VP, CED program director(s), and other internal and external stakeholders. The position is responsible for managing executive communications, coordinating meetings and operational reporting, monitoring grant deadlines and billing cycles, tracking departmental initiatives, and supporting the preparation of reports, presentations, and policy materials.

This role requires a highly organized, proactive professional capable of managing multiple priorities, handling confidential information, and supporting executive leadership in a fast-paced community development environment.

Manages and safeguards confidential information related to labor relations, personnel actions, executive strategy, and organizational planning.

Coordinates executive schedules, commitments, and strategic priorities with minimal supervision.

Prioritizes and triages executive communications, requests, and deadlines, exercising semi-independent judgment on behalf of the VP.

Prepares confidential reports, analyses, and briefing materials for VP decision-making.

Serves as a primary point of contact between the VP and staff, residents, community partners, public officials, and external agencies.

Tracks departmental initiatives, projects, and strategic priorities across all CED programs and operations.

Maintains operational dashboards and performance tracking reports related to program operations and outcomes.

Prepares departmental performance reports, including utilization metrics, program updates, and outcome measurements.

Monitors and tracks action items resulting from leadership meetings and follows up with responsible staff.

Coordinates the collection and organization of operational data for executive reporting and presentations.

Supports preparation of materials for executive leadership meetings, board meetings, and agency reports.

Maintains a comprehensive grant tickler system to track all active, pending, and upcoming grant deadlines, reporting requirements, and renewal dates across CED-funded programs.

Monitors grant compliance calendars and provides timely advance notice to the VP and program managers of approaching submission, reporting, and closeout deadlines.

Coordinates the collection of required grant documentation, progress reports, and supporting materials from CED program staff in advance of deadlines.

Tracks grant award terms, conditions, and deliverables to ensure departmental compliance across all funded initiatives.

Supports coordination of new grant applications by assembling required attachments, tracking submission timelines, and maintaining application files.

Maintains organized records of all active grants, funder correspondence, award letters, and compliance documentation.

Coordinates departmental billing processes including preparation, review, and timely submission of invoices and payment requests to funding agencies and partners.

Monitors CED program expenditure tracking against grant budgets and contract allocations, flagging variances to the VP for review.

Prepares billing reports and financial summaries for VP review and submission to the Finance Department.

Tracks vendor invoices, purchase orders, and contracts related to CED programs, ensuring timely processing and recordkeeping.

Assists in the preparation of annual operating budget documentation for the CED Division, including compiling expenditure histories and program data.

Maintains organized financial records related to grants, contracts, and departmental expenditures in compliance with agency recordkeeping policies.

Conducts research related to HUD regulations, housing policy, community development initiatives, and grant funding opportunities as directed.

Coordinates the evaluation of program performance and operational initiatives.

Supports development of policy materials, presentations, and briefing documents for leadership.

Coordinates special projects and initiatives directed by the VP.

Monitors regulatory updates and assists with tracking policy changes impacting CED operations and programs.

Serves as a liaison between the VP and departmental program directors to ensure effective…