Strategic Administration Coordinator

2 weeks ago

Newton Center, Massachusetts, United States SPOONFULS INC Full time
Position Overview

Application Instructions: Candidates are encouraged to submit a cover letter alongside their resume, outlining their relevant skills and experiences that align with this position.

Spoonfuls Inc. is dedicated to minimizing food waste through recovery, distribution, education, and advocacy, addressing the multifaceted impacts of wasted food on health, the environment, and the economy. To explore more about our initiatives, please visit our website.

This is a pivotal moment for Spoonfuls Inc. as we aim to broaden our services and execute a strategic plan over the next five years. We are in search of a meticulous and proactive Strategic Administration Coordinator to assist the organization across various departments and strategic projects. This role is perfect for individuals eager to understand nonprofit operations and gain insights into diverse aspects of organizational management, including finance, IT, human resources, and project coordination, thereby building a comprehensive skill set.

Key Responsibilities:

Financial and Accounting Assistance
  • Facilitate weekly and monthly account reconciliations by monitoring deposits, reviewing transactions, coding expenses, retrieving bank statements, and generating monthly expense reports to aid department heads in budget oversight.
  • Collaborate closely with the Director of Strategic Administration and our accounting partner to support monthly reconciliations, annual audits, and compliance processes.
  • Execute additional accounting tasks to assist staff and the organization, including managing credit card and bank accounts, issuing invoices, aiding in budget creation, and ensuring compliance with nonprofit discounts.
IT Management and Support
  • Partner with the Director of Strategic Administration and IT vendors to oversee organizational assets and systems, enhance communication regarding IT issues, and improve overall systems and technology.
  • Spearhead efforts to streamline and optimize the organization’s use of Google Drive and other essential systems.
  • Provide assistance to staff in navigating various systems and platforms, including researching new technologies for potential implementation.
Administrative and Office Management
  • Manage office operations, including vendor relations, maintaining office supplies, and responding to staff requests.
  • Develop and distribute internal and external communications, such as meeting agendas and training materials.
  • Oversee administrative functions by organizing both physical and digital files and maintaining the company calendar.
Human Resources and Onboarding
  • Assist HR with recruitment, screening, and onboarding processes, including managing job postings and coordinating activities for new hires.
  • Serve as the orientation manager for new team members, ensuring they are well-acquainted with organizational platforms and procedures.
  • Foster employee engagement by organizing team-building events and retreats.
Leadership Team Support
  • Manage special projects that impact the organization as needed, including strategic planning and event management.
  • Collaborate with the Director of Strategic Administration and leadership team members to plan all-staff meetings and retreats.
  • Provide general administrative support to senior leadership as required.

Qualifications:

  • 1-2 years of experience in an administrative support capacity is preferred.
  • Familiarity with nonprofit environments is advantageous.
  • Proficiency in Google Suite and Microsoft Office Suite is essential, along with a willingness to learn new technologies.
  • Knowledge of financial management tools is a plus.
  • Strong project management, organizational, and communication skills are required.
  • Ability to thrive in a fast-paced environment while managing multiple priorities.
  • Excellent attention to detail and discretion in handling confidential information.
  • A collaborative spirit and the ability to work independently.
  • A bachelor’s degree is preferred but not mandatory.

Work Schedule:

This is a full-time, exempt position requiring availability during standard business hours, with a hybrid work model allowing for a combination of in-office and remote work.

Benefits:

Spoonfuls Inc. offers comprehensive health, vision, and dental insurance, along with generous paid time off and holiday closures.

Physical Requirements:

This role is primarily sedentary, with occasional filing and materials management tasks.

Work Environment:

The position is based in a professional office setting, utilizing standard office equipment.

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