Part Time Office Administrator

Hours:

Mondays: 11:00 AM – 6:00 PM

Wednesdays: 9:00 AM – 6:00 PM (Cross-training with Data Operations)

Fridays: 9:00 AM – 12:00 PM

Overview
The Office Administrator plays a vital role in maintaining the efficiency of the office environment by managing communication, tracking financial details, and supporting staff and visitors. The position requires strong organizational skills, Salesforce knowledge, attention to detail, editing and writing skills, and the ability to multi-task responsibilities to ensure efficient operations.

Responsibilities

1. Communication and Correspondence:

• Direct families by coordinating with case managers upon their arrival.
• Manage the Executive Director’s (ED) schedule, including emails, letters, phone calls, and setting intake appointments.

2. Financial Management:

• Collect fees, set up payment plans, issue invoices, and track financial information for families.
• Process credit card transactions securely and maintain accurate financial records.

3. Administrative Support:

• Attend staff meetings, take minutes, and distribute them to the team.
• Update staff appointment calendars and maintain the staffing directory, including tracking birthdays and anniversaries for planned celebrations.

4. Database and Fundraising Support:

• Develop and maintain a donor center database.
• Assist the fundraising committee with event planning, invitations, thank-you letters, consolidating donor mailing lists, and preparing donation tax letters.

5. Office and Facility Management:

• Coordinate with the city and vendors for facility needs (trash, plumbing, heating, janitorial), manage office supplies, and oversee office equipment.
• Handle administrative tasks such as updating telephone trees, ordering business cards, office nameplates, and coordinating print jobs for new forms.
• Run errands for the ED as needed.

6. Community Engagement:

• Maintain an up-to-date collection of community resource materials for the lobby.
• Contact other nonprofits to update resource materials and consolidate contact information into a comprehensive Excel spreadsheet.
• Merge donor mailing lists into one unified spreadsheet.

7. Digital Communication:

• Edit and design a quarterly digital newsletter using Mailchimp, ensuring the donor list is current and accurately updated.

Skills

• Basic accounting skills
• Donor database and Salesforce knowledge
• Event planning and social media
• Attention to detail
• Managing multiple office tasks
• Excellent customer service
• Knowledge of non-profits and community partnerships

Join our dynamic team as an Office Administrator where you can contribute to creating an organized and efficient workplace!

Job Type: Part-time

Pay: $19.00 - $21.00 per hour

Expected hours: 20 per week

Schedule:

• Day shift
• Evening shift

Experience:

• Microsoft Office: 1 year (Required)
• Administrative experience: 3 years (Required)

Ability to Commute:

• Fort Collins, CO 80521 (Required)

Ability to Relocate:

• Fort Collins, CO 80521: Relocate before starting work (Preferred)

Work Location: In person

Salary : $19 - $21