Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator plays a key role in supporting the mission of Senior Fund and supports the day-to-day financial, communications, and other administrative operations for the fund in coordination with other staff members. The ideal candidate is a highly organized, detail-oriented professional with the ability to work through and improve processes in a collaborative, small team-based environment.

Schedule:

Full-time, Days (37.5 hours per week)

Salary:
Non-exempt, starting pay range is $23.08 – $30.77 per hour based on experience ($45,000 – $60,000 annually).

Reports To:

Executive Director

The following is a summary of the typical functions of the job. The responsibilities and duties may differ from those outlined in the job description and other duties, as assigned, may be required.

• Managing day-to-day Senior Fund office operations, including checking mail, ordering supplies, and serving as the point of contact for office-related needs
• Maintaining organized digital filling systems that are shared by Senior Fund staff
• Prepare, format, proofread, organize, distribute, and archive documents, presentations, reports, agendas, and meeting materials
• Track recurring deadlines, follow-up items, and administrative commitments and elevate delays or concerns to the appropriate staff member

• Support invoice processing, purchasing, expense documentation, payment workflows, deposit records, budget files, and routine financial recordkeeping
• Collect required approvals and supporting documentation and coordinate with the Director of Operations and Network Strategy and external accounting professionals
• Maintain organized vendor, contract, insurance, tax, and financial-administration records
• Identify incomplete or inconsistent documentation and elevate questions without independently approving expenditures or resolving substantive accounting matters

• Greeting visitors to Senior Fund’s office
• Preparing for and managing onsite and virtual group meetings for Senior Fund staff and Board of Directors, including preparation of meetings materials, meeting set-up, and minutes
• Coordinating in-person and online events hosted by Senior Fund including event logistics, registration and communication

• Maintaining website content and updates
• Maintaining Board of Directors meeting calendar and postings
• Coordinating regular Senior Fund e-newsletters
• Maintaining Senior Fund’s mailing list and partner contacts

• Assisting with maintenance of processes and information in Senior Fund’s grants management system (i.e., Foundant Grant Lifecycle Manager)
• Assisting with grant making processes, including release of RFPs, application reviews, and award and follow-up report processing

• Strong verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent interpersonal and customer services skills
• Proficiency with Microsoft Office Suite and common virtual meeting platforms.
  • Comfort with learning new computer applications and content management systems.
  • Experience with other software and applications currently used by Senior Fund is helpful, but not required:
    Quick Books Online, , Docu Sign, Foundant GLM, Mail Chimp, Word Press, Canva, Asana
• Ability to manage multiple deadlines and maintain accuracy under time constraints
• Comfort with exercising independent judgment
• Experience with maintaining confidentiality and discretion in work environment

• Associate or bachelor’s degree, or at least 3 years of relevant experience
• Experience in nonprofit or grants administration environment preferred

• Prolonged periods of sitting at a desk and working at a computer
• Must be able to lift up to 15 pounds at a time

Senior Fund implements a hybrid work environment, with an office location in the City of St. Louis at 4220 Duncan. This position is expected to primarily work in-person at the Senior Fund office. After an orientation period, a part-time remote schedule may be discussed with the…