Administrative Coordinator

Administrative Coordinator Job Description

Job Purpose:
Under the supervision of the Executive Director, the Administrative Coordinator will assist to ensure the agency runs smoothly and aligns with the mission. This will be through program support, office management, and human resources.
Essential Duties, Responsibilities, and Abilities:
Program Support (approx. 25% of time with Youth Programs and 25% of time with Early Learning programs)

• Will split time working with each program director to support programming with data management, supplies purchases, organization of inventory, supporting events or programs as needed. Examples may include:
  • Preparing event or program materials, such as orientation binders or picking up food and refreshments
  • Taking lead of managing a recurring program need, such as monitoring and distributing diapers from the diaper closet for early learning and managing and tracking petty cash for youth programming.
• Will be the main point of contact and coordinator for the monthly resource fair. This includes preparing the resources, volunteers, and space for each month’s event.
  • Will be required to be staff monthly resource fair. Currently takes place on first full Friday/Saturday duo of the month (example: March 7 and 8, 2025). Supervisor will work to ensure work schedule accommodates for this.

• Be the main point of contact for all incoming communications through the main phone line, email address, and mailing address.
  • Direct and delegate follow-up as needed.
  • Follow-up on needed responses, scans and filing.
• Ensure that the facility is clean and organized.
• Manage, coordinate, and/or provide administrative support.
  • Attend meetings – staff meetings, director check-ins, communication meetings, etc. – to provide record keeping, program fidelity and manage actionable items.
  • Serve as custodian of organizational documents and records; Manage copying, filing, and organizing of files and materials. (Will oversee the digitization of historical documents).

• Support Executive Director for human resources management:
  • providing support to staff related to benefits;
  • preparing and submission of payroll and mileage;
  • support and/or lead onboarding for new staff, to ensure collection of appropriate documentation;
  • support organizing and managing HR files and documentation;
  • ensuring annual documentation and trainings are completed by staff;
  • manage and update policies and handbooks.

• Manage financial record-keeping, accounts receivable, accounts payable, procurement process, and cash flow.
  • Support the management of organizational finances, the annual financial audit, and preparation of the annual 990 tax return;
  • Manage incoming donations, grants, and financials; ensuring documentation is properly filed and documented;
  • Coordinating deposits and withdrawals, as well as financial tracking of items;
  • Lead and support filing of appropriate receipts and program purchases;
• Document and track strategic partnerships, constituent profiles, and financial resources in Bloomerang and all other database systems.
• Develop required letters and support communication management with program participants, volunteers, donors, community partners, and funders.
• Directly and indirectly support fundraising and event efforts:
  • Support cultivation and management of vendor relationships;
  • Coordinate catering, space reservations, technology needs, invitations, and reservations of events;
  • Ensure follow-up documentation and data entry is complete following events or fundraiser.
• Maintain a high level of discretion and confidentiality

• Will work closely with Executive Director to determine priorities and needs of the agency on a weekly and monthly basis.
• Support the creation and management of systems, policies, and procedures.
• Support Executive Director in any essential duty not outlined here.
• Supporting the agency in other tasks as determined and needed.

• Ability to accurately perform database and payroll duties.
• Excellent verbal and written communication skills.
• Excellent interpersonal and organizational skills: multi-task, prioritize, and meet deadlines.
• Strong computer skills are imperative:
  • Required: experience with Microsoft Word, Excel, PowerPoint, Teams, OneDrive, payroll system and databases.
  • Preferred: experience with Gusto, Bill.com, Bloomerang, and Airtable.
• Experience in handling confidential material
• Great customer service skills, such as ability to greet visitors and direct them accordingly.
• Able to work both independently and with others.
• Responsible, detail-oriented, and conscientious about work quality.

• Able to lift at least 25 pounds.

• Able to sit for and perform computer entry for extended periods.
• Experience with bookkeeping and accounting, preferred.
• A current tuberculosis test, immunizations, and verified fingerprint and criminal record clearance before beginning work.
• Experience with email management systems and client relationship management systems (CRM).
• Multi-lingual, particularly Spanish, a plus.

 
Hours: Full-time, Hourly. (Some evenings and weekends) Monday-Friday 8:30 a to 5 p. At least one recurring Saturday a month. Other schedule variations will be made in conjunction with coordinator.
Pay: $20.26-$23.08/hour, commensurate with experience
Benefits: medical insurance, IRA matching (3%), generous PTO package, work devices, and mileage reimbursement
APPLICATION INSTRUCTIONS:
Please send your resume and cover letter to Executive Director, Erin Bradley at erinb@frontporchalliance.org by Wednesday, April 2 at 5 p.m.
FPA is an Equal Opportunity Employer.