GROVE Administrative Coordinator

Overview

The GROVE Administrative Coordinator provides essential administrative and operational support to ensure smooth day-to-day processes for the GROVE teams. This position is responsible for managing schedules, maintaining records, and coordinating team logistics. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. Working under the guidance of the Director of Ministry Operations, the GROVE Administrative Coordinator plays a key role in executing efficient workflows, fostering clear communication, and ensuring the seamless execution of GROVE initiatives.

• Assist with scheduling and coordinating meetings for the GROVE teams.
• Attend meetings, take notes, track action items, and follow up as needed.
• Support the preparation of materials for GROVE Board presentations.
• Provide administrative assistance to the Director of Ministry Operations.

• Maintain and update grant records within the GMS, ensuring accuracy and completeness.
• Monitor incoming grant applications, ensuring proper documentation is uploaded and organized.
• Support the training of team members and ministry partners on system use and best practices.
• Serve as the first point of contact for troubleshooting basic system issues and escalating technical problems as needed.

• Serve as the point of contact for administrative inquiries related to GROVE activities.
• Communicate with GROVE Champions and ministry partners to ensure grant-related documentation is received and processed.

• Assist in coordination of travel arrangements for GROVE team members by researching flights and visa requirements.
• Support the coordination of team offsite strategic planning retreats.
• Help organize GROVE events throughout the year.

• Help maintain internal databases and filing systems.
• Assist with special projects and tasks as assigned.

• 3+ years of experience in an administrative or coordination role, preferably in a nonprofit or ministry setting.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and document management systems.
• Ability to work independently while maintaining strong attention to detail.
• Experience in event planning or travel coordination is a plus.

• Efficiency & Organization:
  Able to manage multiple tasks and prioritize effectively.
• Communication:
  Strong ability to convey information clearly and professionally.
• Collaboration:
  
  Works well with teams and external partners.
• Adaptability:
  Able to adjust to shifting priorities in a dynamic environment.
• Proactive:
  Able to take initiative to anticipate needs, identify opportunities, and address challenges before they arise.

The above statements are intended to describe the general nature and level of work to be performed. The above statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the incumbent in this position. Management retains the discretion to add to or change the duties of the position at any time.