Office Coordinator

Schedule: Full-time, 40 Hours/Week

Location: Remote

POSITION DESCRIPTION

Are you a seasoned administrative professional looking to join a growing national nonprofit organization? Reporting to and working in close collaboration with the Deputy Director, the Office Coordinator will oversee the day-to-day administrative duties at NAMLE, and ensure that the organization runs efficiently and smoothly. The ideal candidate will be process driven, highly organized, independent, and have a strong background in office management, administrative skills, and bookkeeping. This position requires flexibility, attention to detail, and resourcefulness.

KEY ROLE RESPONSIBILITIES

Administrative Support

  • Meeting management: Schedule regular meetings and special convening as needed (in person or on zoom), invite and correspond with attendees (RSVP, follow up, etc), order food and supplies for meetings (in-person), draft, summarize, and disseminate notes from meetings,
  • General administrative support: Maintain calendars, filing (electronic), schedule meetings, and track team expenses and reimbursements and ensure all supporting documentation is submitted and filed.
  • Analyze existing workflows for process improvement and maintain work order systems,
  • Field external requests for meetings, speaking engagements, and press opportunities and disseminate to appropriate parties, 
  • Support NAMLE’s annual Conference and U.S. Media Literacy Week as needed.

Financial Operations

  • With the oversight of the Executive Director and Deputy Director and working with the bookkeeper, process financial paperwork on monthly basis, including, but not limited to, invoices, bills, and deposits,
  • Track all income and expenses to ensure bills are paid and outgoing invoices are processed in a timely manner,
  • Assist with entering information into financial and reporting systems,
  • Manage Organizational Partnership payments and renewals,
  • Maintain membership database in Salesforce,
  • Maintain insurance records and ensure policies are up to date,
  • Work with the Executive Director and Deputy Director, the treasurer, and the external bookkeeper to create monthly financial reports,
  • Support NAMLE’s annual financial audit.

Development Support

  • Work with staff to complete donor- and lead-related tracking in SalesForce,
  • Handle all thank you correspondence and donation receipts
  • Support Executive Director in development work as necessary

Human Resources Support

  • Coordinate  onboarding and off-boarding process for new and exiting employees
  • Maintain employee files, ensuring paperwork is up to date and retained,
  • Process paperwork for and review HR policies with new employees.

Contractor Support

  • Liaison with subcontractors related to the contract process and handles the internal routing process for all contractor agreements,
  • Works with NAMLE staff to ensure that fees to contractors are processed and paid within the terms required within each agreements, and
  • Maintains all employee and contractor files in an organized and easily accessible manner.

QUALIFICATIONS

Education

  • 5+ years full-time or 7+ years part-time office/administrative coordination experience required,
  • Some college preferred,
  • Experience within an association or not-for-profit setting is desirable.

Experience

  • 3+ years professional experience bookkeeping (required),
  • 2+ years using Quickbooks (strongly preferred),
  • Experience with Salesforce is a plus, and 
  • Comfort with GSuite (Gmail, Drive, Docs, Sheets), Zoom, Slack, and Teamwork.

Professional Skills

  • Ability to communicate (verbal and written) in a professional manner,
  • Excellent time management skills and ability to prioritize work,
  • Attention to detail to ensure tasks are completed thoroughly and correctly,
  • Demonstrated ability to work proactively as part of a team in a collaborative manner,
  • Demonstrated experience in handling multiple projects and tasks in a fast paced environment.
  • Ability to thrive in a small nonprofit and wear multiple hats, as needed, and
  • Positive attitude, sense of humor, and overall desire to promote a positive work environment. 

Benefits include a QSEHRA health insurance plan, 15 vacation days (20 days after three years), 2 days paid time off (PTO), and 12 paid holidays.