Nonprofit Center of Northeast Florida – Administrative Coordinator
Categories Administrator
Expires May 31, 2024
Description
Nonprofit Center of Northeast Florida
FLSA Classification: Non-Exempt Reports to the CEO
About the Organization
The Nonprofit Center is a vital support system for our local nonprofits. We provide services, programs, and information resources for our members while advocating for the Northeast Florida nonprofit sector locally and at the state level. We provide local government, civic and business leaders, and the media insights and information to promote smart decision making and public support for local nonprofits.
Mission
The Nonprofit Center connects, strengthens, and advocates for a strong nonprofit community.
Vision
A vibrant, inclusive Northeast Florida that is strengthened by – and supportive of – a healthy, high-impact nonprofit sector.
Values
– Excellence
We strive for excellence in service, in the products we create or promote, and in honoring our community relationships.
– Leadership
We strive to exhibit leadership in our role as the voice of the sector.
– Unafraid
We are unafraid when we make choices – about services, programs, and policies – so the nonprofit community can experience and learn from new, challenging, and cutting-edge practices.
– Reflective
We take time to reflect and evaluate so we celebrate when appropriate and change when needed.
– Welcoming
As a membership organization and community resource, we embrace all people and listen to diverse perspectives.
Position Summary
The Administrative Coordinator is a full time nonexempt, in person position reporting to the CEO. This position is an integral part of the team; this person is the first point of contact for members, board, guests, and visitors. The right person will have proven experience working with the public and has worked in a high level administrative support position. This position is primarily based at the Nonprofit Center’s downtown office at the Jessie Ball duPont Center during regular business hours, however, occasional offsite and early morning or evening event support will be required.
Benefits
We aim to be a responsible and supportive employer and cultivate an inclusive work environment. The salary range for this full-time, non-exempt position is $40,000-48,000, depending on experience. Benefit options for full-time employees include medical/prescription drug coverage (with a Health Savings Account feature); , maternity and parental leave; paid holidays, paid time off; retirement plan and employee parking. Additional optional coverages include dental and vision, employee and spouse/child life insurance; short- and long-term disability protection.
Equal Opportunity Employer
The Nonprofit Center is committed to affording equal employment opportunities to qualified individuals regardless of race, color, class background, religion, sex, disabilities that do not interfere with job performance, marital status, sexual orientation, gender identity, age, ethnic or national origin, and carrier status.
Commitment to Diversity, Equity, and Inclusion
The Nonprofit Center of Northeast Florida believes that diversity, equity, and inclusion (DEI) make us a better and stronger organization. We are committed to fostering a work environment where DEI strategy is fully integrated into our values, our programs, and services, ensuring that we are actively breaking down barriers that limit access to resources, learning and belonging, and lifting up the assets that contribute to a fully inclusive workplace. To achieve our vision of a vibrant, inclusive Northeast Florida, the Nonprofit Center acknowledges that it and the nonprofit sector have not always been leaders in dismantling systemic issues and, in some ways, have enabled inequitable systems. We are no longer satisfied with the status quo. This statement is the latest step in a process that we commit to being publicly accountable for. View our Commitment to Diversity, Equity & Inclusion.
Essential duties and responsibilities
- Provide high-level administrative support for the members, CEO, staff, and board, including document preparation, calendar management, and program support. - Serves as the primary reception/contact for phone, walk-in visitors, email, mail, website and portal inquiries of the Nonprofit Center and its staff, responding directly when appropriate and referring to staff when needed. Administrative Support - Respond to requests from members and community via Nonprofit Center website resources, such as Job Bank and Board Bank postings, and requests to post on the Events Calendar - Prepare and coordinate bulk mailings including membership dues and annual membership communications - Maintain member database and ensure joining and renewing member contact information is up to date. Prepare and present reports from the database as requested by management - Date stamp, sort and route all incoming mail - Track and record incoming payments and donations (paper and online), and process and mail all donation acknowledgement letters - Assists with administrative/financial duties as assigned - Responsible for data management such as tracking attendance, affiliating participants in the database, virtual resource management, and pulling reports as needed - Organize and maintain office supply area; track office and program supply needs and provide requests to Senior Director of Operations - Supports the JTA Rideshare Program and Give and Go Program. Logistical Support - Assist in logistics for all Nonprofit Center internal and external meetings and events, including materials preparation, meals and catering, and participant inquiries - Create and monitor events in the Nonprofit Center constituent relationship manager/member database - Tabulate and track evaluation surveys to aid in continuous improvement efforts - Respond to inquiries and provide information pre- and post-events - Assist with event setup and breakdown - Responsible for event communications including day-of reminders and post-event wrap up, and connections with appropriate colleagues or vendors Board/CEO Support Coordination - Serve as first point of contact for Board of Directors - Build out and maintain Board of Director and committee meeting calendars - Attend board meetings, and record and prepare minutes - Manage audio/visual and digital technology for board meetings, including tech needed for in-person, virtual, and hybrid event formats, and troubleshooting - Responsible for board meeting logistics (securing rooms, preparing materials, ordering food, etc.). - Support the CEO with scheduling, responding to inquiries, and special projects as needed. - Other duties as assigned
Qualifications
- Customer-centered attitude - Highly detail oriented and organized - Must have excellent time-management and problem-solving skills, and be able to multi-task and prioritize work - A collaborative teammate who can also work independently - Willingness to learn and translate learning into better workplace practices - Ability to understand and serve member needs - Ability to follow existing, create, and improve processes and policies - Values and contributes to an inclusive workplace specific to our DEI commitment - Proficiency in MS Office, Excel and database management - Comfort utilizing Apple products in a work environment (including MAC OS, Macbooks, iPads)
Education and Experience
- Minimum of 5 years senior level Administrative Assistant experience - Must have excellent grammar, proofreading skills, and attention to detail - BA or BS or commensurate experience - Prior experience with CRM software - Must be able to successfully pass background check
Salary/Salary Range
$40,000 - 48,000
How to Apply
Please submit your resume, cover letter and salary requirements to dreynolds@nonprofitctr.org. In your cover letter, please include answers to the questions below. What senior level administrative experience do you have and how many years of experience? Describe your past experience working directly with the public. Describe your past experience with CRM software We will be accepting applications on a rolling basis.