Job Description:
The Licensing Coordinator is responsible for supporting the licensing team in execution of day-to-day activities. This individual will take primary responsibility for organization, scheduling, and coordinating between internal and external stakeholders to accomplish well-defined objectives. The Licensing Coordinator will be expected to coordinate various tasks, schedule meetings, follow up quickly and effectively on timely matters, facilitate execution of agreements, communicate with numerous stakeholders, draft agendas and take meeting notes, conduct research, draft emails, perform miscellaneous administrative duties, manage fingerprinting and document collection, and ensure adherence to departmental standards. The role requires a self-starter with keen attention to detail, strong organizational skills, proficiency in standard office applications (Word, Adobe, Excel, etc.), and experience scheduling and performing other administrative duties.
KEY DUTIES AND RESPONSIBILITIES:
- Copy editing, formatting, redaction, and other clerical support functions
- Coordinate the collection, tracking, compilation, and submission of corporate and personal documents
- Facilitate the completion and filing of agreements and forms
- Create meeting agendas, take detailed meeting notes, circulate post-meeting action items, and facilitate their timely completion through tracking in a web-based task management platform
- Schedule meetings and focus time for licensing team members
- Monitor and respond to email communication and scheduling requests on behalf of team
- Assist team with prioritization and dissemination of information in rapidly changing setting
- Coordinate execution of licensing objectives between various internal and external parties
- Conduct online research and prepare
Job Requirements:
summaries or resource documents
- Manage and track invoices, reimbursements, contractor onboarding, internal approval, etc.
- Coordinate the completion of fingerprinting for large groups on tight deadlines
- Assist with preparation and submission of license applications and support materials
- Maintain website and news tracking systems and inform team of key developments
- Perform other duties as assigned.
SKILLS AND QUALIFICATIONS:
- High-school diploma or equivalent (GED) at minimum
- Prior office administrative or managerial experience
- Experience working with a high volume of 50+ page documents a plus, such as legal contracts and grant applications
- Prior responsibility for team organization and systems development in professional setting
- High degree of proficiency in Microsoft Office Suite and Adobe
- Able to work independently with minimal supervision and also in a dynamic, fast-paced small team environment
- Clear, concise, and professional communication in written and verbal formats; ability to communicate across organizational levels a must
- Excellent time management and proven ability to consistently meet deadlines
- High achiever who works well under pressure and is willing to go the extra mile for the team’s success; keen attention to detail; able to understand and precisely follow written and oral instructions; natural problem solver with strong people skills and a sense of humor; professional and able to uphold a strict level of confidentiality and discretion; good with technology and a quick learner
- Experience with InDesign or other graphic design application a plus
- Experience with GIS or other mapping technologies a plus
ADDITIONAL MINIMUM QUALIFICATIONS:
- Must possess a valid driver’s license
- Must be willing to travel by plane
- Must be willing to work extended hours as needed to meet approaching deadlines (following ti