Administrative Services Coordinator

Description

If a perfectly productive day for you is getting lost in data – building spreadsheets, perfecting formulas, and seeing everything line up just right, this role is for you! You’ll create reports that bring clarity, reconcile department numbers until everything balances, and update templates so they’re always ready for the next project. If you’re perfect day is working independently, focused at your computer. . As our Administrative Services Coordinator, you’ll play a vital behind the scenes role that keeps our department accurate, accountable, and professional. From preparing supporter correspondence and statements, to producing timely, high-quality reports, your work will support critical, life-saving child welfare programs that impact the lives of children in our community.

What You’Ll Do:

• Use advanced excel skills to analyze data, build spreadsheets, and update reporting templates.
• Draft, edit, and proofread supporter correspondence and ensure correspondence is professional and current.
• Reconcile reporting data between departments.
• Deliver reports and communications on time in a fast paced, deadline driven environment.

What We’Re Looking For:

• Someone who learns quickly and enjoys working independently
• A self-motivated, meticulously detail-oriented professional who finds satisfaction in spreadsheets, formulas, reports, and correspondence
• A professional with advanced proficiency in Microsoft Word and Excel

The Administrative Services Coordinator assists the Vice President of Communications and Community Engagement with essential reporting and analytical support in a fast paced, deadline driven environment.

Key Responsibilities:

• ?Support activities for child welfare programs including the SCC Angels Holiday Gift Drive, Gift Card Distribution, SCC Conference, Foster Parent Appreciation, Back to School Events, Reunification Events, etc. for child welfare programs.
• Create, maintain, and update spreadsheets to track supporter activity, supporter retention, progression of campaigns, etc. 
• Use advanced Excel formulas to analyze and summarize data and manipulate raw data into usable formats for reporting. 
• Update and enhance existing spreadsheet templates with new data to reflect current reporting needs.
• Prepare supporter summaries, statements, and reports.
• Reconcile revenue with accounting records.
• Draft, edit, and proofread supporter correspondence, using and updating templates to reflect current branding, tone, and compliance standards, ensuring all communications are clear and professional. 
• Document spreadsheet formulas, reporting processes, and correspondence workflows for accuracy and repeatability, while recommending improvements to templates for greater efficiency and clarity.
• Complete and deliver various department reports and supporter correspondence by established deadlines.
• Document all supporter correspondence and activity in Raiser’s Edge.
• Conduct research and provide reports to assist in business development strategies for stakeholder support of child welfare programs as needed.
• Assistance in the implementation of all related campaigns activities.
• Assist with key initiatives and special events as needed including logistics, and communication with vendors and constituents.
• Attend community events as requested to represent foster care, adoption, and child-welfare programs.
• Occasional attendance at evening and weekend events as required.
• Prepare community information packages, resources, and collateral materials as requested.
• Perform other duties as assigned.

Requirements

Education / Experience:

Bachelor’s degree is required ideally in Business, Accounting, Finance, Communications, or Public Relations. Minimum of 1–2 years of relevant experience in nonprofit development, accounting, or database management preferred. Highly proficient in Raiser’s Edge and the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Exceptional verbal, written, and interpersonal communication abilities. Strong organizational skills with exceptional attention to details. Self-starter with excellent time management skills. Demonstrated ability to prioritize and manage multiple tasks and projects effectively to meet deadlines. Ability to work in a fast-paced environment, learn quickly, and manage competing deadlines. Strong work ethic, initiative, and a commitment to excellence in all aspects of work.