Administrative Coordinator

Job Overview
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing clerical support, managing schedules, and facilitating effective communication among team members. This position requires strong time management skills, proficiency in various software applications, and a commitment to delivering exceptional customer service.

Job Description

Position: Administrative Coordinator

Work Schedule: 15 to 25 hours per week | Typically Monday through Friday | Occasional Weekend/Holiday

About the Wolfe Street Foundation

Founded in 1982, the Wolfe Street Foundation is Arkansas’s oldest and largest nonprofit dedicated to recovery from alcohol and substance use disorders. Today, we are the state’s leading Recovery Community Organization (RCO), committed to the impact of lived experience professionals across our programs. We honor our traditional mission by hosting more than 60 recovery meetings each week at our downtown Little Rock Recovery Community Center, offer Peer Recovery Support Services through our Peer Support Program, operate our nationally-certified Recovery Residence Program, and operate the state’s first youth recovery program at our Youth Empowerment Project.

Position Description

The Administrative Coordinator supports the management team of the Wolfe Street Foundation with finance, human resources, communications, and special projects functions. The Administrative Coordinator will work under the supervision of the Operations Director to support the Executive Director and management team.

Job Duties

The Administrative Coordinator will support finance functions by:

• Ensuring timely process of accounts payable & receivable in appropriate software systems;
• Ensuring timely delivery of invoices & other documentation;
• Maintaining detailed records of all income & expenses across the organization;
• Ensuring timely completion of financial reporting functions across the organization; and
• Ensuring timely deposit of all funds each week into appropriate accounts.

The Administrative Coordinator will support human resources and office management by:

• Processing employment & benefit applications, liaising between employees & contractors;
• Maintaining employee files & records appropriately & confidentially;
• Maintaining a schedule of employee performance evaluations & coordinating with supervisors to ensure that timely performance evaluations are well-supported & executed;
• Maintaining organizational calendars to ensure timely & efficient scheduling of internal meetings & occasionally managing scheduling with external partners;
• Collecting & documenting time-keeping records & supporting payroll functions;
• Leading fleet & business asset management processes, incl. scheduling & documentation;
• Ensuring all employees have appropriate business cards, branded gear, & other items needed to represent the Wolfe Street Foundation well; and
• Leading purchasing processes across the organization.

The Administrative Coordinator will support communications functions by:

• Preparing emails, memos, letters, & other correspondence; responding to online inquiries;
• Assisting Executive Director with correspondence & email/communication management;
• Assisting other supervisors across the organization with efficient communication routing;
• Assisting the Development department with content & communications for publication through social media, email, newsletters, and other media, ensuring consistent content;
• Coordinating media appearances and/or interviews across the organization;
• Executing stewardship functions such as gift acknowledgment and donor stewardship; and
• Assisting with the execution of marketing & public relations strategies.

The Administrative Coordinator will support special projects by:

• Supporting special events at the Wolfe Street Center and in the community by assisting with volunteer coordination, gift-in-kind and cash donor solicitation & recognition, & project coordination;
• Providing administrative support for special projects across the management team;
• Managing scheduling & attendance notification for Board of Directors meetings & taking notes and minutes at Board of Directors and other meetings as directed; and
• Coordinating &/or assisting with special projects as directed.
• The Administrative Coordinator will perform other duties as assigned to ensure the smooth operation of all programs and projects at the Wolfe Street Foundation.

Qualifications

The Administrative Coordinator will have the following education/certification qualifications:

• High school diploma, GED, or equivalent (required)
• Associate’s or bachelor’s degree in human resources, business, or related field (preferred)
• Certification in nonprofit management, business accounting, or related (preferred)

The Administrative Coordinator will have the following experience and preferred skills:

• Office or business management/coordination
• Supporting management teams & executives in their duties
• Customer service & regular interaction with the public
• Microsoft Office Suite, QuickBooks, &/or other office/CRM software
• Accounts payable, accounts receivable, &/or basic bookkeeping functions
• Working under pressure on multiple projects to meet sensitive deadlines

Compensation

The Administrative Coordinator will earn an hourly wage of $16 to $18 per hour depending on education, qualification, and experience. The Wolfe Street Foundation offers all employees generous and flexible paid time off, paid state holidays, and opportunities for advancement. The Wolfe Street Foundation offers full-time employees (35 hours per week) complete and comprehensive healthcare benefits that include health, dental, vision, and life insurance. This position may grow or be modified to a full-time position for the right candidate.

Job Types: Full-time, Part-time

Pay: $16.42 - $18.00 per hour

Expected hours: 25 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday
• Weekends as needed

People with a criminal record are encouraged to apply

Experience:

• Microsoft Office: 3 years (Required)
• Administrative experience: 3 years (Required)
• Time management: 3 years (Required)

Language:

• English (Required)

Ability to Relocate:

• Little Rock, AR 72202: Relocate before starting work (Required)

Work Location: In person

Salary : $16 - $18