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Administrative Support Coordinator
4 months ago
Supervisor : Finance Operations Manager
Employee Status : Exempt / Part-time
Standard Hours : Part Time In-Office Position Mon-Thurs, 32 hours, potential for limited remote work
Starting Salary : $46,625 for 32 Hours per week
Comprehensive Benefits including medical/dental/vision, generous paid time off, retirement, and disability benefits.
Position Summary
As our Administrative Support Coordinator, you will provide day-to-day support that enhances our mission-driven work. As the first point of contact in the office, you will create an inviting environment for staff and guests. You will refine and communicate procedures that keep the office running and relay key information about the work of your team to all staff. Your role will see you collaborating with the Development and Program Departments on various projects and ongoing tasks that benefit from an Administrative perspective, and with your broad knowledge of the office, the organization, and administrative needs, you will create workable solutions that meet the needs of our busy staff.
As part of the team in charge of administration, finance, and human resources, you will play a key role in keeping our operations humming. Your team uplifts the work of all staff by building a strong foundation of financial integrity, communicating clear policies and procedures, and administering compensation and benefits that care for staff and their loved ones. By providing operational support across all areas of our work, your team fosters smooth operations and a cohesive culture among all staff members.
Working at Hunger Free Vermont
Hunger Free Vermont is dedicated to ensuring everyone in Vermont has what we need to thrive, including nourishing food. We place a high value on the well-being of both our colleagues and everyone we serve. We have deliberately designed roles that require teamwork and collaboration across teams, because diverse perspectives lead to more effective, equitable, and less biased outcomes, and because shared knowledge lets each of us hand things off to one another so we can all take time off and sustain a work-life balance that supports ourselves and our families. Embodying a learning culture, we encourage curiosity and innovation and actively work to create an environment where colleagues practice open communication. Recognizing that our work requires emotional and mental energy as human beings, we value colleagues who want to contribute to a culture of care.
Impact and Expected Deliverables
You will make the office a welcoming space for staff and guests, keep the kitchen and office supplies stocked, greet visitors, and serve as the first point of contact to the organization via phone, email, and in person. You will create and maintain office procedures, perform board support as needed, and coordinate logistics and tech support for in-office meetings. Youwill run occasional local errands such as to the grocery store, the post office, and the printer. Working with the Development Department, you will manage the donation lifecycle, maintain the donor database, track and acknowledge donations, and prepare data and coordinate logistics for the tri-annual appeals. You will provide operational support to the Program Department, helping with printing and sending outreach materials, preparing for events and meetings, and other tasks as requested. You will assist your team in creating documents and folders that tie to our organizational procedures and financial controls. This includes donation reports, audit preparation letters and files, and benefits administration information sheets. Additional tasks may be assigned, depending on your other interests and skills. These may include IT support, meeting note-taking, writing, event planning, financial support, and benefits administration.Important Perspectives, Knowledge, and Skills
We encourage all candidates who can demonstrate a fit with the role, even if you don’t match every qualification listed below, to apply. We embrace nontraditional paths and appreciate the fresh insights they offer. You could demonstrate your experience and skills in a variety of ways, including professional or volunteer work, travel or living abroad, creative pursuits, and military service.
Enjoy working with other people and engaging in conversation via phone, email, and in person Ability to read, write, & communicate in English. The ability to communicate in other language(s) is a welcome plus. Willingness and proven ability to take on new projects and engage in problem solving. We will consider different types of experience that demonstrate taking initiative towards and ownership of your projects and tasks. Passion for mission-focused work and creating people-centered, inclusive procedures Interest in nonprofit administration or donor relations a plus Working knowledge of office equipment and comfort in learning new technological skills, at times in a self-paced manner. Our team primarily uses Microsoft Word and Excel, Google Docs and Sheets, and a CRM (donation software). Some familiarity with Microsoft Office and basic spreadsheet creation in Excel is important for this role. While no further skills are required, please feel free to share any additional skills you may bring to this roleWorking Conditions & Physical Demands
Hunger Free Vermont will make reasonable accommodations to enable individuals to perform the
essential functions of their work to the degree we are able to do so.
Internal Work Conditions: Work is performed in a climate controlled office environment with no exposure to hazardous materials/conditions. There is a moderate level of noise from office equipment (phone, copier, etc) and an office layout that includes open work areas, meeting rooms, and smaller private work rooms. Some limited remote work is possible. External Work Conditions: Running routine local errands during regular business hours, including trips to the post office and grocery store, both within ½ mile of the office. Physical Demands: Reliable attendance at regularly scheduled in person and online meetings is required Must be able to work in an office environment and operate a computer for extended periods of timeWork may include occasionally moving boxes, furniture, or technology equipment, which may weigh up to 20 pounds. Accommodations can be made for moving heavier items.