Administrative Coordinator

Job Overview
The Administrative Coordinator plays a vital role in supporting the Executive Director and leadership team through the efficient execution of administrative, financial, and human resource functions. This individual helps ensure organizational operations run smoothly by managing payroll and expenses, maintaining donor and community databases, and supporting HR and communication efforts. The Administrative Coordinator assists Executive Director fosters a positive work environment and contributes to achieving the strategic goals of the organization.

Administrative Coordinator Responsibilities

• Provide administrative support to the Executive Director and leadership team, including calendar management, meeting coordination, and correspondence.
• Schedule meetings, prepare agendas, and take minutes for board and leadership meetings.
• Coordinate annual insurance renewals and audit preparation.
• Oversee the mailing of fundraising appeals and donor thank-you letters.
• Maintain the donor and community supporter database to ensure accurate and up-to-date records.
• Ensure donors receive timely and appropriate acknowledgment for their contributions.
• Support the Executive Director and Operational Directors with employee onboarding processes.
• Assist with human resource functions including onboarding, maintaining personnel files, and tracking employee time-off requests.
• Handle data entry, generate reports, and maintain records for grants and program performance tracking.
• Manage incoming administrative calls and follow up with donors and stakeholders as needed.
• Track and manage expenses and revenue related to grant reporting and compliance.
• Support the Executive Director in coordinating and implementing employee recognition initiatives to foster a positive and inclusive work culture.
• Oversee payroll processing in collaboration with the Executive Director and Finance Coordinator.
• Coordinate internal office events, staff meetings, and special projects as assigned.
• Perform additional administrative duties as assigned.

Skills

• Exceptional attention to detail and strong organizational skills with the ability to prioritize tasks effectively.
• Self-motivated and able to work independently with minimal supervision.
• Proven ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills; comfortable interacting with staff, funders, community partners, and clients.
• Demonstrated commitment to diversity, equity, and inclusion.
• Passion for and alignment with the organization’s mission and goals.
• Team-oriented with a flexible and adaptable approach to work.
• Availability for occasional evening or weekend hours, as needed.

If you are a proactive individual who thrives in a dynamic environment and possesses the required skills, we encourage you to apply for this exciting opportunity as an Administrative Coordinator.

Job Types: Full-time, Part-time

Pay: $18.00 - $21.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift
• 8 hour shift

Work Location: In person

Salary : $18 - $21