Administrative Coordinator

Job Title:

Administrative Coordinator

FLSA Status:
Full Time - non-exempt

Reports to:

Divisional EDS & SE Director

Schedule:

40W M-F 8:00AM - 4:30PM M30

Supervises: DHQ EDS & SE Interns and Volunteers (as positions are filled)

Rate of Pay: $30.25 USD Hourly

Closing Date: 07/10/2026

Benefits:
Standard;
Full-Time, Non-Exempt employees are eligible for but not limited to the following:

* Health, vision, dental, life as well as voluntary life and disability insurance

* Sick leave benefit - 1 day per month, 12 sick days per year (accrual and availability begins at hire)

* Vacation benefit - 10 vacation days per year, accrued at the rate of .0385 hours for each hour worked, excluding overtime (accrual begins at hire but may not be used until the completion of six months of employment)

* One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment)

* Pension Plan (after one year of continuous service)

* Voluntary Tax-Deferred Annuity Plan (403(b) plan)

Position Summary

The EDS & SE Administrative Coordinator is the primary administrative resource for the department, supporting the full EDS and SE team with coordination, data management, reporting, and internal communications. This position is office-based at Divisional Headquarters and serves as a key point of contact between the department and other DHQ departments, as well as between DHQ and the field.

A central function of this role is managing the flow of information and administrative tasks across the department - submitting documents and requests into divisional systems, tracking data across multiple platforms, coordinating divisional communications to SE units and centers, and supporting seasonal programs. The Administrative Coordinator is the primary author of bulk communications sent from the department to the field, while Field Representatives remain the primary relationship contacts for SE units in their respective regions.

The position operates with a high degree of independence, is trusted with sensitive departmental information, and may provide administrative guidance to staff and the field in the Director's and Assistant Director's absence.

Duties and Responsibilities

Administrative & Departmental Support

* Coordinate scheduling, travel arrangements, and logistical support for EDS and SE team members.

* Manage departmental files, records, and shared documentation across Microsoft Teams, shared drives, and hard copies at DHQ.

* Compose memos, letters, reports, and communications for the EDS & SE Director and team.

* Submit contracts, HR items, purchase requests, program proposals, and property proposals into TSAMM; track status and follow up as needed.

* Process purchase requests and manage invoice submissions through the AP Workflow system.

* Input client assistance data into Well Sky and maintain accurate records across other departmental databases.

* Order supplies requested by SE units and centers with Director approval; submit invoices for both departments.

* Support the Director with additional administrative tasks as assigned.

Field Communications & Seasonal Programs

* Serve as the primary coordinator for divisional bulk communications to SE units, SE centers, and Corps, including updates, surveys, seasonal materials, and divisional initiatives.

* Coordinate with Field Representatives to ensure communications are aligned and units are directed to their assigned rep for follow-up questions and support.

* Coordinate camp programming logistics, including distributing information to SE units and centers, processing and tracking applications, and arranging transportation for children attending Service Extension Camp.

* Support the organization of the Christmas Red Kettle Campaign, including tracking seasonal income data and volunteer/staff records.

* Assist with the organization of annual SE/EDS conferences, trainings, and special events, including producing event and training materials.

* Assist with digital giving, grant tracking, and other divisional fundraising support tasks.

Reporting & Data Management

* Collect monthly statistics from SE units,…