Join the Words Alive Team

Employment Opportunities - Detailed Description

POSITION:  Administrative Coordinator

COMPENSATION: $19.50/hour

STATUS: Regular, Part-Time, Non-Exempt

HOURS:  20 hours/week, occasional nights and weekends as needed (scheduled in advance). Must be available at least 3 days/week - preference for 5 days/week. Time during the day very flexible during regular working hours (8 a.m. - 6 p.m.).

LOCATION: Requires in-person/in-office work at offices in Downtown San Diego

REPORTS TO:  Executive Director (dotted line to the Administrative Manager)

WHO WE ARE: Words Alive connects children, teens, and families to the power of reading.  We serve students of all ages and their families throughout San Diego County. During the 2021-2022 academic year, we served over 5,000 children, teens, and families facing extraordinary life circumstances through family workshops, read alouds in classrooms, and teen book clubs. Words Alive is a 501(c)3 nonprofit organization.

WHO YOU ARE: Our ideal candidate:

  • Is energized by tackling a wide variety of administrative tasks each day;

  • Is obsessed with organization, order, and planning to maximize success, every day;

  • Is excited about helping to create highly effective, well-run organizations;

  • Is seeking a mission-driven workplace that values efficiency, impact, flexibility, and growth;

  • Has a nonprofit heart and a business mind;

  • Approaches their actions, words, and work with a keen focus on inclusion, diversity, equity, and accessibility;

  • Is motivated by the power of reading!

POSITION OVERVIEW: Words Alive’s Administrative Coordinator is responsible for supporting the daily operations of the organization, facility operations, and accounting clerk functions for the organization.  In addition, the Administrative Coordinator is the key staff member supporting the Board of Directors and Executive Director.

DUTIES AND RESPONSIBILITIES

Accounting & Database Support (40%)

  • Accounting clerk functions including accounts payable/accounts receivables; billing and collection; disbursements; employee expenses; expense management; bill payments; coding and reconciliation of credit card statements; petty cash reconciliation; preparing and making bank deposits; processing of donations and pledges; receipt management; etc.

  • Prepare and issue donor acknowledgement / tax deductibility letters.

  • Record and track in-kind donations.  Send acknowledgement letters.

  • Prepare reports, including regular reports detailing deposits, postage/copy machine usage, others as requested.

  • Ensure files are kept, maintained, and presented for the annual audit. 

  • Manage donor database, including accuracy of the database including constituent records, coding, and consistent data entry.

  • Update constituent records, enter data, and provide routine maintenance on the database.

  • Prepare reports as requested.

Office Management/Administrative Support (30%)

  • Professional and timely front desk reception.

  • Answer phone and manage general inboxes. 

  • Open, sort, and respond to incoming mail and packages. Manage outgoing mail.

  • Order, inventory, and stock supplies.

  • Maintain updated rosters and attendance records (time tracking/leave requests) for staff.

  • Track and update key organizational information on website.

  • Coordinate, and take minutes at, regular staff meetings.

  • Ensure organized and accessible information on shared server/drives.

  • File physical documents and/or create and file electronic (scanned) documents.

  • Maintain administrative operating procedures manual.

  • Coordinate efforts to recognize work/service anniversaries, birthdays, holidays, etc.  

Board/Executive Support (15%)

  • Schedule Board and committee meetings.

  • Maintain updated rosters and attendance records for Board and committee members.

  • Attend, and take minutes at, Board and committee meetings.

  • Maintain accurate and updated virtual files for the Board of Directors and Board Committees

  • Schedule and prepare materials for visits, meetings, and events.

  • Provide administrative support to the Executive Director as needed, including tracking financial transactions and scheduling support.

Facility Management (10%)

  • Maintain clean and professional appearance of common spaces.

  • Coordinate building maintenance and caretaking. 

  • Manage access codes, parking passes, keys, etc.

  • Serve as a liaison with a constellation of vendors, including insurance brokers, IT, janitorial, maintenance, phone/internet, printing, security, etc.

 Special Projects & Other Duties as Assigned (5%)

EXPECTATIONS & REQUIREMENTS

The ideal candidate has:

  • Experience (2+ years) in administrative or office setting, strong preference for AR/AP experience.

  • Self-starter who takes ownership of projects, with strong time management skills and ability to navigate many priorities simultaneously.

  • Highly organized and can coordinate many moving parts of processes and calendars successfully.

  • Excellent, positive communicator – verbal and written.

  • Strong number sense, with a keen eye towards data accuracy.

  • Ability to work collaboratively within a complex and fast-paced team environment.

  • Good interpersonal skills and an ability to work with a diverse variety of individuals.

  • Accountable with a strong sense of responsibility.

  • Resourceful and can take initiative and gather information to work through a project independently.

  • Comfortable asking questions and clarifying directions.

  • Sensitive to confidential and protected information; commitment to maintaining confidentiality.

  • Optimistic, positive, welcoming, thoughtful, gratitude-driven, and professional demeanor.

  • Unwavering commitment to the mission and population served.

Educational and Technical Requirements

  • High school diploma or equivalent, required.

  • Some higher education preferred: certificate programs, degrees, or equivalent experience.

  • Excellent computer skills. Including virtual platforms such as Microsoft Office (Word, Excel, PowerPoint, Outlook), remote working platforms (Teams, Zoom), time management apps (Asana), and CRM systems (DonorView).

Preferred Qualifications:

  • Experience with accounting clerk functions (deposits, expenses).

  • Experience with QuickBooks Online or similar accounting software. 

  • Experience with executive support, working with Boards of Directors

  • Prior experience volunteering with or working for a literacy, education, creative arts, or nonprofit organization.

  • Written or verbal language skills in language(s) in addition to English.

  • Lived experiences aligned with the organization’s mission, participation in Words Alive programming.

This position requires:

  • This position is responsible for maintaining the physical goods for our programming and regularly includes bending, lifting, twisting, carrying, and moving materials and equipment regularly weighing 30 lbs. or more. Reasonable accommodation may be made to enable individuals to perform essential functions.

  • Ability to work on a computer and phone for at least 80% of the workday. 

WORDS ALIVE VALUES & CULTURE
At Words Alive, our programs and impact made in the community are driven by our core values, which represent the motivation, dedication, and focus of our Words Alive staff and volunteers. Our values include:

  • Commitment: by pledging to make reading matter for everyone

  • Equitability: by working to level the playing field

  • Empowerment: by investing in lifelong learners

  • Responsiveness: by listening to community needs and developing innovative solutions

  • Collaboration: by partnering with the community

  • Connectedness: by creating a familial environment that includes all Words Alive participants and support

TO APPLY: Carefully review this job posting, expectations, compensation, and criteria to ensure it is a good fit. Submit 1) a brief cover letter or introductory video sharing why you’d like to work with Words Alive, and 2) a resume or summary of experiences qualifying you for this position via email (only) to: [email protected]. 

Posted: June 2, 2023 Start Date: As soon as possible