Administrative Coordinator - Philadelphia, United States - GREATER PHILADELPHIA URBAN AFFAIRS

Description

Job Description

Everybody Builds (EB) is a nonprofit organization launched in early 2023 designed to diversify the construction industry in Philadelphia. Working in partnership with the region's largest developers, property owners, contractors, trade associations and unions, Everybody Builds is committed to aligning market opportunities and preparing diverse contractors and workers to play a substantial role in Philadelphia's growth.

The Administrative Coordinator (AC) is a Part-Time position (up to 30 hours per week) that will report directly to the Executive Director (ED). This position will support the ED and Program staff through coordinating and executing administrative and operations functions for the organization. The AC will be responsible for providing executive support, organizational and administrative programmatic support, and coordinating interactions and activities with vendors and consultants. Excellent technical, communication, documentation, organizational, and prioritization skills, along with attention to detail and consistent follow-through are a must. The ideal teammate will share a passion for diversity, equity, and inclusion and a desire to work with a team doing impactful work.

This position will provide the right candidate the opportunity to work in an exciting, startup environment while being part of organizational growth and impact from the ground level. The startup environment requires a significant level of flexibility and cross team collaboration more so than in long-established organizations. You will touch a breadth of areas of nonprofit administration and coordination.

• Work with the ED to streamline interactions with the Board of Directors and stakeholders by performing tasks including scheduling meetings, managing calendars, generating correspondence, and taking meeting minutes at board, stakeholder, and general meetings.
• Closely and effectively manage ED's calendar, inbox, and administrative and operational priorities, informing ED of issues needing attention in a timely manner.
• Support preparation of deliverables, including formatting or drafting letters, correspondence, presentations, and other tasks that facilitate ED's ability to effectively lead the organization.
• Provide administrative support to ED on ad-hoc projects as needed.

• Organize and maintain organizational files and data on Microsoft 365 SharePoint server ensuring order, accuracy, and ease in access.
• Maintain confidential employee and financial files per direction of ED.
• In coordination with Program Staff, assist with data collection and tracking activities by entering data into CRM database.
• Organize data including demographics of participants, staff productivity, outcomes and other relevant trends for operational use and reports.
• Support in web and data research as needed.

• Support with formatting and editing grant applications, reports, fundraising plan documents, and coordinating communications with potential and existing funders.
• Support the administrative aspects of planning and coordination of Everybody Builds' annual fundraising strategy, events, donor cultivation program, and fundraising appeals.

• Support with formatting, editing, and coordination of job descriptions and postings, screening and scheduling of candidates.
• Coordinate and document the hiring and onboarding processes (employment paperwork, document preparation, etc.).
• Coordinate contract and consultant agreement preparation for external vendors/consultants using templates and established processes and procedures.
• Contribute to a positive climate that attracts and retains a talented and diverse team and a cooperative atmosphere.

• Serve as main point of contact with financial team to coordinate and track fiscal activities and ensure timely documentation and processing.
• Gather documentation and enter financial software system expense reimbursements, invoices, and bills in a timely manner.
• Work with the ED to ensure accuracy, formatting, and preparation of regular organization-wide financial reporting.
• On a monthly basis, support the updating of annual budgets based on reports provided by fiscal team with extreme attention to detail and accuracy.
• Support the ED with gathering documentation for annual audit, 990, and editing of fiscal policies.

Communications, Marketing & IT Support

• Work with Program Staff to assist in gathering, editing and posting of content to social media or preparation for external communications (e.g., newsletters, eblasts).
• Oversee and coordinate the printing and ordering of Everybody Builds' marketing materials and supplies, as needed.
• Assist with the coordination of tracking website updates with IT/Design Consultant.
• Coordinate setup and troubleshooting of IT systems with IT Consultant (e.g., new email setups, server upgrades, etc.)
• Monitor, organize and respond to or refer incoming emails of the general info email inbox for the organization.

Stakeholder & Community Relations

• In coordination with Program Staff and consultants, assist with administrative aspects of logistics and event planning for events (i.e., job fairs, contractor awareness events, open houses, recruitment sessions, advisory board gatherings, etc.).
• Communicate professionally verbally and in writing with stakeholders to coordinate meetings or other activities.
• Establish good working relationships and collaborative arrangements with external vendors, consultants, and community organizations to help streamline processes and procedures.

Miscellaneous Projects

• Assist in the ordering of general office supplies and materials needed by the organization.
• Assist in the planning, administration, implementation, and execution of special projects as needed for ED or Program Staff.

The ideal candidate will be an experienced professional with at least 3 years of administrative relevant work experience in a non-profit or business setting and a solid track record of successfully coordinating complex administrative tasks for leadership, managing schedules and data, and establishing excellent working relationships with colleagues and external stakeholders and partners.

• A bachelor's degree and at least 3 years of relevant experience, or an associate degree and at least 4 years of relevant experience.
• Experience in non-profit, construction, commercial real estate and development, data and research, business, or similar field a plus.
• Demonstrated commitment to equity and inclusion are highly desired.

• Highly skilled in using a wide range of software programs in Windows-based operating system including Microsoft 365 suite (Outlook, Sharepointe, Word, Excel, PowerPoint, Teams, Adobe suite, and virtual meeting and scheduling platforms (e.g., Zoom, Calendly, ). Familiarity or experience with financial software (e.g., Netsuite, Quickbooks), CRM or data management platforms (e.g., Salesforce), and/or marketing and social media platforms (LinkedIn, Instagram, Facebook, Constant Contact, Canva) a plus.
• Excellent documentation, organizational, and prioritization skills, along with attention to detail are a must.
• Skilled at planning and organizing a variety of tasks from inception to completion.
• Excellent oral and written communication skills.
• Self-motivated and self-directed, fast learner with a diligent ability to follow through and track progress towards goals.
• Effective communicator and relationship builder who works effectively with leadership, team members, and stakeholders at all levels to establish warm relationships with those from varying backgrounds.
• Confident problem solver and thinker who proactively identifies issues and communicates organizational and personal needs.
• Tactful in ensuring follow through by colleagues, partners, and consultants to remain on schedule and on task, while maintaining positive relationships.
• Comfortable with outreach to support in managing or establishing external relationships with vendors/consultants/stakeholders.
• Flexibility and willingness to work on a variety of projects and tasks as needed across the organization.

• Hourly salary starting at $25 per hour as non-exempt employee, dependent on education, relevant experience, and abilities.
• Hybrid or Remote position with preference to Philadelphia area. Occasional in-person meetings in Philadelphia may be required as needed.

To Apply, please email an up-to-date resumé, cover letter, and references to and apply via ADP.