Administrative Coordinator

Administrative Coordinator

Position Overview

All Achievement Centers for Children & Families (ACCF) employees are required to uphold the mission and vision of ACCF, fostering an environment that promotes the academic, social, emotional, and physical development of each child enrolled. The Administrative Coordinator provides essential administrative support to the CEO and COO while managing key business operations. This role involves collaboration with board members, auditors, accountants, volunteers, and other stakeholders to ensure accurate financial management and efficient office operations. The ideal candidate will possess strong organizational, communication, and leadership skills, with a commitment to the values and mission of ACCF.

Duties & Responsibilities

Administrative & Office Management

• Maintain the CEO’s calendar and contacts, organizing and scheduling meetings and appointments.
• Assists with general office duties, including managing vendors, supplies and materials.
• Prepare and distribute correspondence, reports, memos, and other documentation.
• Manage the Board Room calendar, prepare for meetings, and oversee AV needs.
• Provide general support to visitors and ensure smooth office operations.
• Submit and reconcile expense reports, ensuring adherence to financial policies.
• Assist with the annual review and update ACCF’s policies and procedures in collaboration with appropriate staff, ensuring compliance and relevance.
• Assist leadership teams with special projects, tasks and programmatic activities.
• Provide general support to visitors, ensuring a welcoming and professional environment.
• Assist with day-to-day activities as needed, maintaining smooth and efficient operations using systems such as Paylocity and SAP.
• Support Human Resources with various projects, initiatives and organization contributing to the overall effectiveness of the organization.

Database Management

• Accurately record and update donor information, ensuring all data entries, gift records, and donor interactions are consistently and precisely logged in Donor Perfect.
• Run and analyze regular reports from Donor Perfect, providing insights on donor activity, campaign performance, and financial reconciliations to support strategic decision-making.
• Manage and maintain the integrity of the database, regularly auditing records for accuracy, completeness, and compliance with data privacy regulations.
• Collaborate with the development and finance teams to ensure timely acknowledgment of gifts and seamless integration of donor data into broader organizational processes.

Board and Regulatory Compliance

• Assist with coordinating board meetings, including preparing agendas, financial reports, and other documentation.
• Assist with onboarding new board members, including preparing and maintaining board manuals and compliance-related documents.
• Assist with preparing and submitting state and federal annual reports and documents.

Events & Donor Relations

• Collaborate on the preparation and execution of the Annual Fund campaign, including reporting on outcomes.
• Prepare and manage gift acknowledgment letters and other donor correspondence using the Donor Perfect database.
• Assist with event-related tasks, event execution, and on-site support.
• Respond to volunteer and donor inquiries making sure all guests receive timely correspondence.

Website Content Management

• Update the website regularly with new content, ensuring all information is current, accurate, and aligned with organizational goals.
• Make appropriate edits and enhancements to the website as needed, particularly related to events.
• Coordinate with the web designer to ensure all payment links are created and functional in a timely manner, supporting smooth and efficient online transactions.
• the website regularly for issues such as broken links, outdated content, or technical errors, and take prompt action to resolve them.

Other Duties as Assigned

Education & Experience

• Required: Associate’s Degree from an accredited college or university or equivalent work experience.
• Preferred: Bachelor’s Degree or higher in Business Administration, Nonprofit Management, or a related field.
• Experience: 3-5 years in business operations management, with a strong understanding of nonprofit operations, including fundraising, grant management, and regulatory compliance.

Knowledge, Skills & Abilities

• Proficiency in nonprofit-specific software (e.g., Donor Perfect) and MS Office (Excel, Word, PowerPoint, Publisher).
• Excellent communication skills, both verbal and written, with attention to detail and confidentiality.
• Ability to manage multiple projects in a fast-paced environment, with strong organizational and problem-solving skills.
• Leadership skills with the ability to build collaborative relationships and lead teams to successful outcomes.
• Commitment to customer service, with respect for all levels of the organization and external partners.

Physical Requirements

• Ability to sit for extended periods while operating a computer.
• Frequent use of hands, wrists, and fingers for repetitive tasks.
• Clear vision at close distances for computer-related tasks.

Additional Employment Information

• Pre-employment training and ongoing background checks required.
• Pre-employment and random drug testing & alcohol screening.
• 90-day initial probation period.

Equal Opportunity Employer Statement

ACCF is an equal opportunity employer. A non-discrimination clause concerning employment opportunity is incorporated in the Employee Policy and Procedure Manual. ACCF will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 as Amended (ADA).