Administrative Coordinator

Job Summary:

The Administrative Coordinator plays a vital role in supporting the daily operations, financial administration, and fundraising activities of a women's shelter and human services nonprofit. This position supports staff and leadership by ensuring accurate records, timely donor and grant reporting, and organized office operations. The ideal candidate is compassionate, detail-oriented, mission-driven, and comfortable working across administrative, development, and finance functions in a trauma-informed environment.

Reports to the CEO

Sister José Women's Center provides for the daily survival needs of unhoused women and supports their efforts to move forward in their lives through services, compassionate support, and respect for the dignity of each individual. The ideal candidate is flexible, innovative, consistent, has a deep understanding of the day-to-day needs of the guests, and a desire to compassionately serve the unhoused.

Duties/Responsibilities:

May include but are not limited to the following:

Program Management

• Perform general administrative duties including scheduling, filing, data entry, and correspondence
• Maintain organized digital and physical records in compliance with confidentiality standards
• Manage office supplies, purchasing, and inventory tracking
• Enter and process monetary gifts and donations accurately in the donor database
• Log and track in-kind donations, including documentation of fair market value
• Prepare and send timely donor acknowledgment and thank-you letters
• Assist with grant reporting by compiling data, tracking deadlines, and supporting funder compliance requirements
• Maintain organized development records to support audits and funder reporting
• Enter accounts receivable and billing information using appropriate GL codes and classes
• Support accurate financial recordkeeping and reconciliation in coordination with finance staff or external accountants
• Maintain financial documentation related to donations, receivables, and grants
• Schedule and post approved content related to programs, fundraising, and community outreach
• Assist with basic communications and outreach efforts as assigned
• Other duties as assigned.

Required Skills/Abilities:

• Bachelor's degree in a related discipline. (NOTE: A blend of relevant experience and education may be considered in lieu of degree.)
• Minimum of 2 years of administrative or nonprofit support experience preferred

Experience with donor databases, digital communications software nonprofit accounting systems, or CRMs (e.g., DonorPerfect, Bloomerang, QuickBooks) preferred
Strong organizational skills with excellent attention to detail

• Understanding of nonprofit, human services, or trauma-informed environments preferred
• Ability to prioritize tasks and multi-task
• Strong communication skills – written and oral.
• Experience and concrete knowledge of Microsoft 365 at its programs
• Work cooperatively in a team environment.
• Dependable and reliable.
• Good sense of judgment and common sense.
• Clean Driving record
• Excellent customer service skills.
• Must be able to pass a background check.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person