Office Administrator

MoveFwd is a nonprofit organization providing housing case management and therapy services to youth ages 11-24 since 1990. MoveFwd housing programs include drop in/outreach services, transitional living program, and family homelessness prevention. Our mental health therapy program provides low barrier school and community based mental health services (psychoeducation, individual &, group therapy, family support, and community emergency response), primarily within Hopkins, Eden Prairie, and St. Louis Park. The majority of program participants identify with BIPOC and/or LGBTQIA communities and are often uninsured or underinsured. Our unique approach increases access to quality mental health care and reduces barriers related to finances, insurance, childcare, limited social support, transportation, and stigma. MoveFwd is committed to working with youth and families to create a safe and stable community that stands against systemic racism, housing instability, and mental health inequity in the West Metro.

JOB SUMMARY:

MoveFwd, a nonprofit organization dedicated to providing housing case management and therapy services to youth ages 11-24, is seeking a highly organized and detail-oriented Office Administrator. This role is critical in ensuring the smooth day-to-day operations of our $1.6 million agency. The Office Administrator will maintain the donor database, support fundraising efforts, oversee office systems, assist with new hire onboarding, and support the Move Forward team administrative tasks. This position is ideal for someone passionate about supporting a mission-driven organization that stands against systemic racism, housing instability, and mental health inequity.

KNOWLEDGE OF:

• Nonprofit operations and donor engagement practices.
• Donor database management and fundraising principles.
• Office administration, including vendor management and supply ordering.
• Organizing and planning for small events.
• Technology setup and troubleshooting for office equipment.
• Sensitivity to and understanding of issues affecting BIPOC and LGBTQIA communities.

DUTIES AND RESPONSIBILITIES:

Donor Database Management & Fundraising Support:

• Maintain an up-to-date donor database, ensuring accuracy and confidentiality.
• Generate donor reports for the Executive Director and Board.
• Support fundraising activities, including appeal mailings, newsletters, and donor thank-you communications.
• Track and document donor contributions, acknowledgments, and interactions.
• Track in kind donations for our programs.

Office Operations & Administration:

• Oversee office systems, including managing vendors for water coolers, copiers, and other office services.
• Order and maintain office supplies to ensure smooth operations.
• Assist with technology needs, including setting up phones, computers, and other equipment for staff.
• Ensure a welcoming and organized workspace for staff and visitors.
• Organizing meetings and managing room rentals.
• Meeting preparation- agendas, room set-up, needed resources and refreshments.
• Managing the landlord relationship and working with their administrative and maintenance staff.
• Clerical: Proactively maintain a highly organized filing system; files invoices, payroll paperwork, reimbursements, insurance information and other financial records.
• Manage Archived Records to include: Client Paper Files, Bookkeeping Records, etc.

Human Resources Support:

• Assist with onboarding new hires, including benefits enrollment, background checks, security badge and payroll system setup.
• Coordinate new employee equipment setup to ensure readiness on the first day.
• Maintain accurate employee records in compliance with organizational policies.

QUALIFICATIONS:

Required:

• Proven experience in office management, bookkeeping, or a related role, preferably in a nonprofit setting.
• Experience in project management.
• Proficiency in database software and office productivity tools (e.g., Microsoft Office, Google Workspace).
• Experience with donor management systems such as Giftworks and GiveButter.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal skills.
• Commitment to the mission and values of MoveFwd, including an understanding of systemic barriers faced by BIPOC and LGBTQIA communities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Valid driver’s license and auto insurance
• Background check will be conducted

Preferred:

• Previous experience in a similar role within a nonprofit organization.
• Experience with project management.
• Experience working with members of a board of directors.

AFFIRMING DIVERSITY / CULTURE:

• Commitment to promoting diversity, multiculturalism, and inclusion with a focus on culturally responsive practice, internal self-awareness, and reflection
• A clear commitment to actively work for social and racial justice
• Solid understanding of and sensitivity to the cultural and socioeconomic differences among service populations
• We welcome everyone to apply, especially those individuals who are underrepresented in our sector: individuals who identify as BIPOC, LGBTQIA and gender fluid or gender nonconforming, individuals with disabilities (both seen and unseen), veterans, people of any age or family status

WORKING HOURS:

• 0.5 FTE
• Monday - Thursday (10 am - 2 pm) | Tuesday - Thursday (9 am - 3pm)
• Some flexibility in developing a 20 hour per week schedule.
• Onsite. Limited hybrid hours for special projects.
• Infrequent evenings/weekends are possible to attend community events.

HOURLY RATE RANGE:

• $26.68 TO $27.66

BENEFITS:

• SIMPLE IRA Plan with a 3% match
• Employee Assistance Program
• Pro rated PTO & Holidays
• Professional Development Training Allowance

REPORTS TO:

• Executive Director

Note: Nothing in this job description restricts management's right to to assign or reassign duties and responsibilities to this job at any time

Job Type: Part-time

Pay: $26.68 - $27.66 per hour

Expected hours: 20 per week

Benefits:

• Employee assistance program
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person

Salary : $27 - $28