Friends of the Children – Seattle seeks an Administrative Coordinator to support the day to day operations of our small, effective community-based youth development organization. The Administrative Coordinator is the first point of contact for people who call or visit, and is responsible for assisting the Executive Director and supporting the organization through a variety of administrative functions during regular business hours. The ideal candidate is someone who excels at working as part of a small team, and knows how to effectively manage multiple projects and tasks, and keep them on track. This is a non-exempt salaried position and reports to the executive director. To accelerate generational change, Friends of the Children identifies youth facing the toughest challenges and connects them with professional mentors who guide them to develop their greatest potential and achieve their goals. From kindergarten through high school graduation, no matter what.

Essential Functions and Responsibilities

Supporting the Executive Director with projects like (but not limited to):

Grant application and report preparation and tracking
Board of Directors logistics, including scheduling, coordinating with hosts/caterer, preparations of materials, surveys, registrations, and other projects
Communication with vendors, brokers, and contractors
Coordinating employee benefit enrollment and renewal process
Coordinating the process of official registrations and contracts
Preparing deposits, invoices, and accounts payable for the contract bookkeeper
Maintaining organizational records and inventory of key documents

Supporting the Development Team with projects like (but not limited to):

Donation processing and updating donor records
Preparing mailings to donors
Special event registration and logistics

Supporting the Program Team with projects like (but not limited to):

Staff event logistics, including scheduling, reservations, registrations, and catering
Job postings
Food and program supply purchases
Assistance with surveys and data collection

Ongoing Organizational Support:

Serving as the first point of contact for people visiting or calling the organization, and directing them to the appropriate person for assistance
Managing events and meetings calendar and schedules, and taking notes during meetings to track action items
Identify facility needs and make arrangements for maintenance or improvements
Coordinating IT support with IT provider
Distributing mail and ordering office supplies
Developing and maintaining office procedures
Active participation in staff meetings and events, as required
Other projects as assigned

Required Experience, Skills, Education and Knowledge:

A minimum of two years of administrative experience in a small office.
Proficiency in Microsoft Word, Excel, and Outlook; familiarity with databases and office functions.
Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
Excellent written communication skills and attention to detail and accuracy.
Highly organized and dependable; ability to work independently and maintain composure under pressure.
Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
Ability to maintain confidentiality, use good judgment, and follow procedures.
Position requires work during regular office hours, typically 8 to 5 (with one hour break).
Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend), including our annual event (Saturday daytime/evening).
Sense of humor.

Preferred Experience, Skills, Education and Knowledge:

Two years of administrative experience plus completion of two years of college strongly preferred.
Familiarity with nonprofit organizations.
Basic knowledge of fundraising and events.
Database experience, donor databases preferred.
Experience working with children and families.

Friends of the Children – Seattle is an Equal Opportunity Employer. Applications are considered without regard to race, age, sex, color, creed, religion, disability, national origin, marital status, mental or physical handicap, sexual orientation, or any other classification protected by law. People of color strongly encouraged to apply.

Starting salary is $34,000 to $36,000, depending on experience.

Friends of the Children – Seattle offers a generous benefits package.

How to apply

To apply, please send resume and cover letter to info@friendsseattle.org no later than September 25, 2015 with the subject line: ADMINISTRATIVE COORDINATOR. Open until filled.