Administrative Coordinator

Are you passionate about building community, social justice, and believe everyone should have equal access to opportunities for a better future? Do you speak English and Spanish and want to apply your bilingual talents in a workplace environment? Are you driven to work toward contributing to an important mission of making Louisville a welcoming place for immigrants and others with diverse backgrounds?

The Backside Learning Center (BLC) is an independent, non-profit organization providing support and resources in a safe, welcoming environment to the diverse community of racetrack workers and their families. We are a non-traditional workplace, located in the heart of the stable area of Churchill Downs racetrack.

We are a small but mighty team-oriented organization that has grown exponentially in recent years, located at the workplace of our adult clients, making us an integral part of the backside community. Many clients also live on the racetrack, making the backside feel like a small town. When you come to work each day, you are coming into a community (an added perk includes being able to walk out of your office and pet a horse or goat!).

The Administrative Coordinator position will serve as the administrative support primarily to leadership, particularly in the area of operations, accounts payable and data management for the development department.

• Process invoices from vendors and ensure timely payment of bills for all BLC facilities
• Process staff reimbursement requests
• Ensure all expenses have been categorized and reported correctly each month to accounting
• Staff and Office Coordination
• Ensure efficient organization of internal shared drive containing all organizational documents and supports staff in maintaining established system
• Lead efforts to build an operations manual for the organization (supported by staff leadership)
• Pick up organizational mail twice weekly and distribute to appropriate staff
• Serve as the organizational contact for building maintenance (for all BLC sites), office equipment and technology needs
• Maintain and track office inventory (office and cleaning supplies)
• Support new hire onboarding process, including orientations, workspace setup, etc.
• Provide support to staff as needed on Microsoft Office programs (utilizing in-house training videos)
• Assign and track rotating staff responsibilities and activities such as vehicle maintenance, recycling, roles for staff meetings, building organization, electronics, and tracking of staff trainings, etc.
• Coordinate planning logistics for BLC staff specific events, such as retreats, internal events, and board trainings, including scheduling, securing venues, catering, and preparing necessary materials

• Work in collaboration with the Development Director, on the management and data entry for donor/relationship database (Salesforce)
• Compile reports from database, as needed
• Assist the Development team with the organization of correspondence, including acknowledgment letters, thank‑you notes, event invitations and other donor related touchpoints (printing, mailing, and circulating for signatures)
• Coordinate pickup or drop off in‑kind/physical donations