Administrative Coordinator for Programs
Full-time (40h/week), remote position*
Base Salary: $50,000
Position reports to:
Co-Director Katherine Kim
The Administrative Coordinator for Programs will deliver essential coordination and support for our dynamic nonprofit organization. Reporting directly to the Co-Director for Programs, the Administrative Coordinator for Programs will perform a wide range of support functions including coordinating membership renewals for affiliated communities, ensuring timely invoicing for consulting engagements, tracking proposal and submission deadlines for specific grant programs, providing data management support and data entry for affiliated communities and other fiscal sponsees, scheduling, supplies and equipment purchasing, and event support. The ideal candidate will have a strong work ethic and be responsive, highly organized, and excited to bring their experience and enthusiasm to Educopia’s portfolio of projects and programs. The ideal candidate will be a self-starter who enjoys independence and variety in their work while also thriving in a highly collaborative environment. We expect all candidates to demonstrate empathy and intentionality in their interpersonal communications.
Job Responsibilities Include
- Attend and help to facilitate weekly team meetings
- Assist Co-Director for Programs and Co-Director for Finance & People Operations in timely invoicing for consulting work
- Develop ways of documenting organizational knowledge that are easily accessible to the team, and helping to update and maintain that documentation
- Work with staff to determine program data and reporting needs and translate them into application and operational requirements; Assist with reports and data extraction when needed; Ensure community data is maintained and updated across systems (Airtable, Google, Slack, Bill, etc.)
- Support staff in the daily use of data systems and develop plans to ensure user feedback is addressed
- Assist Co-Director for Programs in updating workflow and requirements documentation and communicating those updates to the program staff
- Assist with purchasing supplies and equipment for program staff, fiscal sponsees, and grant partners
- Scheduling/assist in scheduling for program-related activities
- Learn new systems and platforms quickly, and troubleshoot as needed
- Support travel and events (ie, review venue and catering contracts, manage event sponsorship payments, etc.)
- Assist communities and program staff in the planning and execution of in person and virtual events
- Make content updates to websites
- Provide back-up administrative support to Operations
- Derives genuine satisfaction from listening to the needs of the team and coming up with systems and solutions that help to address those needs
- Exceptional written and oral communication skills
- Ability to learn new software and research techniques as needed
- Experience working with sensitive data
- Ability to work under pressure, to adjust to change, and to handle multiple tasks
- Experience coordinating the work of extended/diverse groups or project teams
- Ability to develop, interpret, and apply policy & procedures to a variety of situations
- Excellent attention to detail, ability to communicate effectively and professionally, and provide flexible support on a wide variety of administrative tasks.
Familiarity with the following technologies and programs or similar: Google Suite (Calendar, Email, Drive, etc.), Bill.com, Zoom, Slack, Asana, Salesforce, Airtable, WordPress. Familiarity with bookkeeping and invoicing.
Compensation and Application
Benefits include 24 vacation days per year (accruing monthly) and 10 paid holidays, as well as insurance options and retirement match options. The person hired in this role will also be provided with a computer stipend to set up their remote workspace.
Please submit a resume, cover letter, and three professional references to firstname.lastname@example.org.
We will begin reviewing applications on Monday, November 21 and we will continue to welcome applications until the position is filled.
Educopia Institute is a fully distributed team, and this position will work remotely. Success in working in a geographically distributed, collaborative, and research-intensive environment requires a demonstrated ability to accomplish timely, high-quality work, handle a variety of duties, adapt to changing priorities, work successfully in a team, and communicate effectively with all segments of an extended community.
Educopia Institute empowers collaborative communities to create, share, and preserve knowledge. In all of our work, we encourage knowledge sharing and network building across institutions, communities, and sectors. Our strengths include change management, governance modeling, sustainability planning, workflow design and analysis, policy development, facilitation, strategic communications, event planning & management, and applied research projects that benefit our affiliated communities and the broad field of information management.
For more information, about our organization please visit our website at http://www.educopia.org
Educopia Institute is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. We also believe that traditional hiring and recruitment practices disproportionately impact the most marginalized people in society in negative ways, including people of color, people from working class backgrounds, women, and LGBTQIA people. Because we believe that collective action is most powerful in creating change when it is informed by many different lived experiences, we strongly encourage applications from people with these identities or who are members of other marginalized communities.
*This is an exempt position. Employees in this position are paid a salary on a monthly basis and are not eligible to receive overtime pay.