Administrative Coordinator

1 month ago


Phoenix, Arizona, United States Free Arts for Abused Children of Arizona Full time
Job Overview

This role provides essential administrative assistance to Free Arts, focusing on organizational support, program development, and daily operational tasks. The position involves managing the reception area regularly, ensuring a warm welcome and exceptional service to donors, visitors, volunteers, teaching artists, and staff.

Department

Development

Supervision

No supervisory responsibilities

Reporting Structure

Reports to: Philanthropy and Marketing Analyst

Employment Details

Status: Full-time

FLSA Classification: Nonexempt

Compensation: Starting salary of $38,000

Location

Service area includes Phoenix and surrounding regions

Remote Work

Eligible for remote work and flexible scheduling

Key Responsibilities

Service Orientation: Proficient level of competency

  • Identifies and addresses the needs and concerns of constituents.
  • Maintains a welcoming and professional demeanor.
  • Acts as the primary contact for the organization via phone, reception, and email.
  • Communicates with donors and provides timely support regarding contributions.
  • Engages with volunteers and partner organizations as directed by the Programs Team.
  • Assists with the needs of the Program, Development, and Operations departments, including inventory management and meeting preparations.
  • Supports events and conferences by managing communications, refreshments, and logistics.

Detail Orientation: Developing level of competency

  • Ensures thoroughness in task completion, paying attention to all details.
  • Manages the general email inbox, directing inquiries appropriately.
  • Records interactions with constituents in CRM Salesforce.
  • Maintains donor records and collaborates with Development and Finance for monthly reconciliations.
  • Oversees the organization calendar and takes meeting notes as required.
  • Facilitates thank-you communications and updates internal documentation.
  • Supports the Art Room by managing donations and supplies.
Organizational Competencies

Mission Focused:

  • Advocates for the transformative power of arts programs.
  • Aligns business decisions with the organizational mission.
  • Promotes the healing benefits of creativity.
  • Supports the interests of children and partners.

Effective Communication:

  • Keeps all project stakeholders informed.
  • Adapts communication style to suit the audience.
  • Seeks to understand before responding.

Trust Building:

  • Delivers on commitments consistently, demonstrating credibility.
  • Aligns actions with words and intentions.
  • Involves relevant parties in decision-making processes.

Collaboration:

  • Prioritizes team objectives over personal goals.
  • Offers support to help others achieve their goals.
  • Addresses disagreements constructively to find mutually beneficial solutions.

Self-Management:

  • Maintains composure in various situations.
  • Takes initiative and acts proactively.
  • Accepts responsibility for actions and outcomes.
Qualifications
  • At least one year of office experience, preferably in a nonprofit setting.
  • Proficient in Windows and Microsoft applications; advanced knowledge is advantageous.
  • Spanish language skills are a plus.
  • Reliable transportation is necessary; a valid driver's license and proof of insurance are required for mileage reimbursement.
  • Must obtain and maintain an Arizona Department of Safety Fingerprint Clearance Card and pass a background check.
Physical Requirements
  • Ability to remain stationary for extended periods while using a computer.
  • Capability to read and assess written materials, including fine print.
  • Ability to lift and manage materials weighing up to 25 pounds.
Environmental Requirements
  • Regularly works in a well-lit, temperature-controlled environment.
  • Engages with other employees and volunteers in an open workspace.


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