Administrative Coordinator

Reports to: VP of Finance and Administration

Role Type: This is a full-time, exempt (salaried) position. The Administrative Coordinator works remotely and participates in virtual meetings, with occasional travel for organization-wide events or retreats.

Location: Remote,Flexible (USA based)

Salary: $60,000 - $70,000 per year, plus benefits

Who We Are:

The Modern Classrooms Project (MCP) is a 501(c)(3) nonprofit organization that empowers educators to build classrooms that respond to every student's needs. Founded by two award winning teachers, we lead a movement of educators in implementing a self-paced, mastery-based instructional model that leverages technology to foster human connection, authentic learning, and social-emotional growth.

To date, we have reached over 70,000+ teachers through our free online course and 20,000+ teachers through our Virtual Mentorship Program from over 200 school, district, and state partners. We are an ambitious, idealistic team led by former classroom teachers, and we are passionate about what we do.

Position Summary - Why we need you

The Administrative Coordinator ensures MCP's executive and administrative functions run smoothly by providing responsive, detail-oriented coordination across scheduling, travel, documentation, and core operations. Reporting to the Vice President of Finance & Administration, this role supports the CEO, President, and Executive Team day to day, while contributing to Finance & Administration systems so leaders can focus on high-impact priorities. The ideal candidate is reliable, organized, tech-savvy, and motivated by supporting mission-driven work.

Key Responsibilities:

Executive Support

• Manage calendar and schedule for the CEO, President, and Executive Team.
• Coordinate travel, including booking and itineraries, for executive needs.
• Track receipts and assist with expense documentation for executive travel and purchases.
• Provide additional executive support as needed to keep the Finance and Administration Department and MCP Executive Team leaders operating efficiently.

Scheduling Support

• Respond promptly and professionally to scheduling requests, ensuring meetings are scheduled within one business day
• Address meeting details: resolve all conflicts, verify recipient email addresses, and include appropriate meeting links.
• Communicate clearly with all parties when confirming, rescheduling, or canceling meetings.

Travel and Logistics Coordination

• Coordinate and book executive travel, including flights, hotels, ground transportation, and conference registrations using approved methods and rewards.
• Research conference logistics, hotel block deadlines, and registration steps; align bookings with budgets and policies.
• Prepare accurate itineraries; monitor active travel and troubleshoot issues promptly for minimal disruption.
• Process and document travel-related receipts and justifications; submit comp time forms when applicable.

Administrative Systems and Recordkeeping

• Manage e-signature workflows (e.g., DocuSign); route, track, and file contracts and forms accurately.
• Maintain shared folders, templates, and version control; keep process documentation current and accessible.
• Receive and electronically distribute USPS mail to the appropriate MCP contacts promptly and accurately.
• Collect and route vendor and contractor onboarding forms; track approvals and maintain clear records.

Finance and Administration Department Support

• Support new-hire onboarding tasks, including ordering and shipping supplies, initiating account creations, and sending communications.
• Submit troubleshooting requests and help-desk tickets to vendors for software or IT concerns as they arise.
• Perform other administrative duties as assigned, including managing state registrations, online shop operations, or other compliance and administrative tasks.

Success in This Role Looks Like

• Requests are acknowledged quickly, prioritized appropriately, and followed through to completion.
• Executive calendars, travel plans, and meetings run smoothly and on schedule.
• Documents and administrative systems are organized, accurate, and easy to find.
• Finance & Administration processes are timely, well-documented, and dependable.

You anticipate needs, maintain a professional and positive tone, and keep administrative systems running seamlessly. You collaborate effectively across teams and model MCP's values with excellence and care.

Habit of Work

• Demonstrate high responsiveness and reliability; acknowledge emails, Slack/messages, texts, and calls promptly and follow up in a timely way (e.g., schedule all meetings within 24 hours of request).
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Exhibit exceptional organization; manage multiple routines, details, and follow-through tasks with consistency and accuracy.
• Apply strong skills in calendar and meeting management, organization, and written communication.
• Work comfortably in a remote environment using tools such as Google Workspace, Asana, Slack, Zoom, and ChatGPT.
• Adapt to changing priorities and balance multiple routine tasks effectively.
• Commit to MCP's mission to make self-paced, mastery-based, and blended learning accessible to all educators and students.

Compensation and Benefits

We aim to offer a competitive compensation package, as well as the opportunity to work in a fast-growing nonprofit that is on a mission to improve education worldwide. This includes:

• Salaried position: $60,000 - $70,000 gross salary per year
• Employer-sponsored health insurance through CareFirst BlueCross BlueShield
• Participation in Vanguard 403(b) deferred-compensation plan with 3% employer match
• Paid Time Off, inclusive of: vacation/PTO (20 days), paid holidays, paid parental leave, sick and safe paid time off, "Me Days", and the ability to earn paid Comp time off
• Annual budget for MCP-funded Continuous Learning for the program(s) you request (available after 6 months of continuous full-time employment)
• FSA and Dependent Care FSA access
• 1x Salary Life Insurance company-paid coverage
• Access to Wishbone Pet Insurance Benefit
• Ability to work remotely and to set own hours (within reason)

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STATEMENT OF NON-DISCRIMINATION: The Modern Classrooms Project is committed to equal employment opportunity. We do not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, nationality, or ethnicity. We are strongly committed to hiring a diverse team and encourage applications from traditionally under-represented backgrounds.

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