As a member of the Sierra Club Foundation’s Executive and Grants/ Compliance teams, the Administrative Coordinator handles all public and donor related inquiries to the Sierra Club Foundation and serves as a connection between the Foundation’s staff. This position ensures the office is functioning seamlessly and is the first point of contact for donors calling, emailing, and sending mail to the office. In addition to this, the Administrative Coordinator supports grant administration, the Foundation’s Board of Directors and Executive Director as needed. A successful candidate for this position must have a desire to help others and maintain strong organizational skills to ensure the team is operating at its highest ability.
Donor Relations and Support (40%)
- Serve as contact for all office communications: answer the main phone line, general email box, mail, greet and assist guests and colleagues
- Manage gift acknowledgement process: use internal program to create and send on a weekly basis, assist donors who need replacement letters
- Support Executive Director’s donor contact reporting into CORE along with any associated follow-up needs
Office Support (20%)
- Provide general office administrative support including: track and order office supplies, stationery, and mailing supplies, update and create documents and presentations for staff as needed, manage all office machines (including supplies, maintenance, and contracts), be trained in and support the work of the Finance Coordinator when needed, especially when she/he is out for vacation
Board Support (20%)
- Provide support during quarterly Board Meetings: help with document preparation, event planning, for on-site meetings provide hands-on support throughout meeting
- Support additional tasks related to the Board of Director, as needed
- Lead and manage the publication of a quarterly newsletter for Board and Board Alumni
Grant and Program Support (20%)
- Maintain Foundation website content, social media presence, and external charity rating websites (Charity Navigator, GuideStar, etc.) to ensure our information stays up-to-date
- Support grant administration tasks: provide due diligence for external grants, remind grantees on set schedule when grant reports are due, set up new grants in database as requested, manage the receipt and filing of grant condition letters from the Sierra Club, prepare quarterly Donor Advised Fund statements, create supplemental board meeting materials quarterly
- Process annual EarthShare workplace giving applications
- Minimum of three years prior office administration experience in a fast-paced work environment desired
- Able to adapt to a variety of different requests and understand how to best meet the needs of all inquiries
- Interest and desire to provide excellent customer support to volunteers, Sierra Club members, staff, donors, and the general public is essential
- Proficiency with Google Suite including Gmail, Google Docs, Google Calendaring, as well as 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 Salesforce or another constituent relationship management program is required
- 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
Sierra Club Foundation offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to the retirement savings 403(b) plan. The Sierra Club Foundation is a 501(c)(3) public charity and is eligible for federal loan forgiveness programs. Sierra Club Foundation is an Equal Opportunity Employer committed to a diverse workforce.