As a member of Sierra Club Foundation’s Executive and Grants/Compliance teams, the Administrative Coordinator supports general office administration, grants and compliance processes and team members, as well as tasks to support the Board of Directors. This position ensures the office is functioning seamlessly and represents the Foundation to the public by answering phone lines and responding to general email inquiries. A self starter with a passion for helping others is critical to this role.
Executive Team Support (60%)
- General Administration
- Provide general office administrative support including but not limited to the following:
- Track and order office supplies, stationery, and mailing supplies
- Answer the Foundation’s main phone line and greet and assist office guests and colleagues
- Manage the Foundation’s general information e-mail box, including e-mail submitted through the Foundation’s website
- Pick up and distribute mail daily, collect and mail out Foundation mail
- Update and create power points for all staff as needed
- Perform document preparation for meetings
- Ad hoc support tasks such as faxing, mailing, scanning, filing, etc.
- Schedule meetings
- Assist in event planning and hosting partner organization meetings
- Manage all office machines (including supplies, maintenance, and contracts); coordinate with Sierra Club’s general services and IT
- Attend trainings as a backup Safety Coordinator
- Perform other duties and projects as assigned
- Be trained in and support the work of the Accounting Clerk when needed, especially when she/he is out for vacation
- Board Meetings
- Assist with creation and assembly of material packets for quarterly board meetings
- Assist with logistics and other support tasks, as requested
- Assist with board committees, as requested
- Online public presence
- Review external websites to ensure current information is posted (ex: Guidestar)
- Support Foundation website updates
- Draft blogs for the website
- Support Alumni Newsletter email creation and distribution
Grants and Compliance Team Support (40%)
- Donor Advised Fund Quarterly Statements and Mailings (supervised by the Grants and Compliance Director)
- Pull database reports, prepare cover letters, get investment rates from finance team
- Grants Administration (in support of the Grants and Compliance Manager):
- Support grants due diligence process (mostly external grants)
- Follow up when grant reports are due
- Set up new grants in database as requested
- Create supplemental board meeting materials quarterly
- Manage the receipt and filing of grant condition letters from the Sierra Club
- EarthShare (in support of the Grants and Compliance Manager)
- Assist with completing campaign applications
- Follow-up with Sierra Club entities for information needed to complete workplace giving applications as needed
- Schedule Grants Committee and Risk Management Committee meetings/calls, as requested
- Manage Gift Acknowledgement Process
- Do tax acknowledgement letters; draft, edit, mail, record in database
- Other administrative duties in support of the Grants and Compliance Team as requested
Seasonal Activities:
This position may require occasional overtime work around quarterly Board meetings and between October and February when there is a high volume of donations received. Although these events are not frequent, overtime of 5 to 10 hours in a week may occur during such times.
- Minimum of three years prior office administration experience in a fast-paced work environment required.
- Ability to interact effectively and professionally with volunteers, members, staff and the general public is essential.
- Proficiency with Microsoft Office suite on PC platform, including Excel, Word, and PowerPoint. Intermediate-to-advanced Excel skills (ability to create and manipulate complex data tables and charts) required. Experience with Google Mail, Docs and Calendaring a plus. Experience with Salesforce a plus.
- Strong organizational and time management skills, including excellent attention to detail.
- Strong problem solving skills, ability to multi-task and to take initiative, anticipate needs in a fast-paced work environment required.
- Excellent interpersonal, written and verbal communication skills required.
- Ability to work both independently and as part of a team.
- Exceptional organization skills to track, maintain, and produce large amounts of data.
Sierra Club Foundation offers a competitive salary package commensurate with skills and experiences plus excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to the retirement savings 403(b) plan. Sierra Club Foundation is an Equal Opportunity Employer committed to a diverse workforce.