Do you have 2+ years of Administrative and/or Executive Assistant experience? Do you also have experience working in finance, membership and database management?

We are in search of an Administrative Coordinator for a Nonprofit Research Organization located in Oakland, CA. This is a Part-Time, Hybrid, Temporary-to-Permanent assignment.

ORGANIZATION: Research

LOCATION: Oakland, CA

POSITION TITLE: Administrative Coordinator

SCHEDULE: Part Time (20-25 hrs./wk.); Hybrid (3 days in office, 2 days remote if need be)

DURATION: Temporary-to-Permanent

PAY RATE: $30-35/hr. DOE

Is This Your Dream Position? As the Administrative Coordinator, you'll be responsible for supporting various activities and operations with various administrative, logistical, financial, membership, and communications functions.NOTE: This position could require the Administrative Coordinator to work evenings and some weekends to assist with conferences being held, which could extend the hours worked to 30-40 hours a week.

Our Ideal Candidate:

• Associate’s degree in a related field required
• 2+ years working in a professional environment
• Recent experience providing administrative and clerical office support required
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Drive), including mail merge functions, MailChimp, and Adobe preferred
• Computer and web competency, preferably including basic website updating using content management systems (i.e. WordPress)
• Familiarity with membership or client database management preferred
• Familiarity with common financial accounting practices preferred
• Familiarity with video editing is highly preferred

How You Will Spend Your Day: 

Financial Processing:

• Conduct payment invoicing, processing, and confirmation correspondence
• Support the Director of Operations in various financial tracking activities, including deposits and reconciliation, to meet weekly, monthly, or quarterly fiscal deadlines
• Reconcile staff credit card receipts every month
• Respond to inquiries from the third-party accounting team
• Assist, as needed, with third-party contractors, and invoicing authors for journal publication charges
• Create monthly donor invoices, as needed

Membership Database Support:

• Maintain membership database: Create and update member records with accuracy
• Record Exports: Prepare and extract accurate membership record exports for various purposes, including but not limited to regional chapter membership lists, shipping lists of members enrolled to receive print copies by the publisher’s deadline before each journal issue release, etc
• Event Registration: Track event registration attendees for various events including webinars, chapter events, and annual meetings; and troubleshoot attendee registration problems

Communications Support:

• Manage the organization's primary email account
• Member Communications: Promptly respond to membership-related queries and provide support as needed. Provide members support in accessing members-only resources and membership records. Support deployment of email blasts and campaigns to various member segments by the agreed-upon release date.
• Phones: Professionally and politely answer all incoming phone calls
• Website Updating: Complete routine content updating on the organization's websites.
• Assist with deploying member emails via MailChimp with direction from the Communications Manager

Administrative Support:

• Mail: Receive and distribute incoming mail and deliveries, coordinate outgoing mail and shipments
• Scheduling & Document Prep: Meeting and conference call scheduling and document preparation in support of the Executive Director and other staff members
• Organize company documents into updated filing systems
• Event Logistical Support: Support various logistical or administrative functions for virtual or in-person events, as assigned

We’d love to hear from you. 

If this sounds like the job for you, we would love to help make that happen. Please apply by clicking on the "Apply" button below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com. 

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.  

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.