What are the responsibilities and job description for the Administrative Coordinator position at UPHS?
Summary
The Administrative Coordinator is a part-time position of United Partners for Human Services, Inc. (UPHS) works directly with the Executive Director, and UPHS Staff to provide core support for all administrative functions, member data and communication, events, and activities of the organization(s). Specific tasks will vary greatly throughout the year and as special projects evolve or develop.
UPHS is a 501(c)(3) membership organization founded in 2004 and serves as the Voice for Human Services. Our membership is comprised of over 200 dedicated and engaged human service providers, and UPHS serves as a collective voice empowering human service organizations through advocacy, engagement, and education while positioning each member organization to perform and serve at its highest capacity.
Primary Responsibilities
Administration Coordination
- Greet members and guests as they come to office (a regular Monday through Friday schedule is therefore required) and answer the main organization phone line.
- Prepare space and materials for frequent workshops and trainings of UPHS as needed.
- Garner a working understanding of the most frequently asked questions and the tools and resources available to answer them.
- When a caller or visitor needs additional services, guide the introduction to appropriate staff either on-site or through email introductions and meeting scheduling.
- Assist with production of a monthly newsletter and ongoing social media postings to keep nonprofit and community members engaged and informed of member events and resources.
- Serve as the point person for ordering and managing office supplies and operational considerations including computers and printers.
- Manage all on-site administrative finance duties, including invoicing, assisting with check requests, and reconciliations.
- This will require close coordination with UPHS’s Executive Director.
- Distribute mail, scan and record checks.
- Communicate membership value and benefits to current and prospective members via our website and email communications.
- Keep website and all social media sites updated with current project information.
- Provide support for UPHS events and fundraisers as appropriate.
Member Support Coordination
- Serve as central point of contact for members; respond to general inquiries.
- Ensure that data about our members is accurate and up to date, using Wild Apricot CRM.
- Coordinate and manage all membership management activities, to include but not limited to:
- Processing membership applications, membership recruitment, member orientation, technical assistance hours, annual renewal appeals and invoicing.
- Develop and maintain all office/electronic files and systems associated with membership.
- Assist with distribution of annual membership surveys to ensure satisfaction and value of membership.
- Maintain up-to-date calendar of events for the human services sector.
Board and Committee Meeting Coordination
- Assist in preparing for board and committee meetings with meeting reminders, communications with board members, and meeting preparation.
- Prepare materials for board orientations, retreats, and special events.
- Maintain the board list internally (with addresses) and externally (such as on the website).
UPHS Annual Conference Support
- Once Sponsorships and Exhibitors are confirmed, work with the UPHS Executive Director and Staff to keep a detailed record of sponsorship/exhibit details.
- Assist with billing and invoicing of all conference sponsorships and exhibitors.
- Work with UPHS Executive Director and Staff to ensure all benefits and deliverables of Conference Sponsorships and Exhibitors are reached.
UPHS Annual Tallahassee Beer Festival Support
- Once Sponsorships, Exhibitors, and Food Vendors are confirmed, work with the UPHS Executive Director and Staff to keep a detailed record of sponsorship/exhibit/vendor details.
- Assist with billing and invoicing of all conference sponsorships and exhibitors, and brewers.
- Work with UPHS Executive Director and Staff to ensure all benefits and deliverables of Beer Festival Sponsorships and Exhibitors are reached.
Collaborate with UPHS Leadership for the effective management of planning and delivery of quality member programs, services, and engagement based on membership needs.
Maintain extensive records of all programs and services, updated membership list, mailing lists, and other relevant records.
Assistance with UPHS operations and special projects as assigned.
Qualifications and Requirements
Education and Experience
High school diploma with at least 3 years of related work experience.
- A genuine passion for human services and creating equity within our community.
- High level of individual initiative and creativity.
- Excellent writing and communication skills.
- Proficiency in Office Suite (Word, Excel, PowerPoint) and membership management software.
- Ability to manage multiple tasks, projects, and priorities effectively and professionally.
- Ability to work autonomously and with limited supervision.
- Ability to work with a broad and diverse population, representing a myriad of needs.
- Ability to resolve practical problems independently.
- Some moderate lifting (up to 25 pounds) may be required on an occasional basis.
Organizational Structure
UPHS prides itself on being an autonomous and self-directed leadership structure where everyone works in tandem to accomplish the goals of the organization.
Direct reports to the Administrative Coordinator include:
- Project-based interns
Compensation
Competitive salary package based on experience and agency’s budget and financial condition.
To Apply
Send a resume and cover letter/email outlining your skills and interest to Amber R. Tynan at amber@uphsfl.org. The position will remain open until filled.
UPHS is an equal opportunity employer and prohibits discrimination and harassment of any type. We afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sexual identity, sexual orientation, national origin, age, disability, or veteran status.
UPHS seeks a diverse pool of applicants, all are encouraged to apply.
Job Types: Full-time, Part-time
Pay: $28.84 - $33.65 per hour
Expected hours: 20 per week
Schedule:
- 4 hour shift
- 8 hour shift
- Weekends as needed
Ability to Relocate:
- Tallahassee, FL 32301: Relocate before starting work (Required)
Work Location: In person
Salary : $29 - $34