Administrative Coordinator – International Rivers – Berkeley, CA

With a mission to protect rivers and defend the rights of communities that depend on them, International Rivers is a global organization headquartered in Berkeley, California supporting regional offices in Asia, South America and Africa. As we celebrate our 30th anniversary, we are looking for an Administrative Coordinator to provide support to the administration, finance, and operations functions in the Berkeley office. This is a full-time position reporting to the Finance Manager.

Executive Coordination:

Serve as liaison between International Rivers’ staff and the Boards of Directors of International Rivers and its supporting organization, Fund for International Rivers.
Provide administrative support to the Board chairs and committees as needed.
Coordinate Board meeting and committee meeting preparations and follow-up, including agendas, Board packets, meeting arrangements, and minutes, as required by the respective by-laws.
Provide administrative assistance to Executive Director.
Develop and maintain good communication between the ED and Boards, providing all relevant information as needed.
Maintain the Boards’ files and minutes books and post Board documents on the intranet.
Maintain sections of the website that relate to administration.

Finance Responsibilities:

Process all accounts payable and accounts receivable for International Rivers and Fund for International Rivers, including data entry in the Abila MIP accounting system.
Maintain A/P, A/R, and vendor files.
Reconcile all International Rivers’ business credit card invoices against receipts.
Reconcile monthly reports from regional offices; ensure correct coding and post to MIP.
Post and collect monthly timesheets; enter into Excel and post to MIP.
Distribute budget-to-actual reports to all staff, and provide detailed actuals reports upon request.
Maintain state registrations for fundraising purposes, as requested by the Development Department.
Maintain contract files and vendor agreements; produce 1099s for vendors.
Assist the Finance Manager with annual audit, tax filing, and organizational budget processes; serve as backup for payroll processing.

Human Resources and Operations Responsibilities:

Maintain personnel files; track PTO accruals and maintain required reporting systems; manage employee review process.
Oversee and administer benefits programs (e.g., health insurance, HRA/FSA and 401(k) plans) for US staff, including state programs such as SDI and PFL, and assist staff in navigating the benefit system as needed.
Coordinate new hire orientations, ensuring that new employees are trained on procedures and policies applicable for their duties and locations.
Coordinate annual benefit enrollment processes in the Berkeley office and regional office coverage that is administered from the Berkeley office.
Perform compensation reviews for Berkeley office and coordinate review processes for regional offices.
Draft employment policy updates and coordinate approval process for policy changes; communicate updated policies to staff.
Arrange ergonomic evaluations for Berkeley staff and procure recommended equipment and/or furniture.
Ensure maintenance of staff lists and emergency contacts, supplies and procedures.
Provide logistical support for staff and board meetings and retreats.
Maintain office space, supplies and general equipment, and coordinate onsite and offsite storage.

In addition, the Administrative Coordinator may be responsible for a minimal amount of general administration support tasks, such as forwarding messages from the general voicemail box to appropriate staff, receiving the occasional visitor, maintaining the library, and processing the mail. The above lists are representative, not exhaustive, and other duties may be assigned to this position.

Skills and Experience Required

At least four years of experience in meeting human resource and administrative needs as a member of a small team; experience with supporting executive staff and/or Boards of Directors is a plus.
Ability to make independent decisions within assigned areas of responsibility, work without close supervision and efficiently multi-task.
Exceptional time management skills and attention to detail.
Positive team player with a strong sense of initiative, and a willingness to wear multiple hats.
Proven administrative skills and excellent writing, proofreading and editing skills.
Proficiency with Excel and Word; familiarity with database software.
Experience in working with highly confidential matters and displaying professional discretion at all times.
Bachelor’s degree or equivalent experience.

Desired Qualifications

Bookkeeping experience; familiarity with Abila MIP or some other fund accounting software.
Understanding of non-profit administration and non-profit Boards.
Understanding of and commitment to international environmental and human rights issues.

Salary and Benefits:

Starting salary low to mid $50s. International Rivers offers excellent benefits (vacation, 401(k), health insurance and more), including flexible schedules.

International Rivers is an equal opportunity employer and encourages applications from all qualified candidates regardless of age, class, disability status, ethnicity, gender, race and sexual orientation. International Rivers offers a stimulating, casual and flexible work environment.

How to apply

To be considered for this position, send your resume and a cover letter explaining why you would like to work at International Rivers as our Administrative Coordinator in a single file to jobpost@internationalrivers.org, with “Admin Coordinator – YOUR NAME” in the subject line. Please include your available start date and salary requirements. This position is open until filled; priority will be given to applications received by November 6th.

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