Administrative Coordinator

Summary

This position is primarily responsible for providing administrative support cross-divisionally, including but not limited to office operations, technology, human resources, the Facilities Management Company (FMC) and Foundation teams as well as general customer service support for the Gamma Phi Beta membership.

Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

• Office Operations
  • Answer and respond to or distribute phone calls and emails that come to the general International Headquarters phone line and support inbox.
  • Manage phone support and training, working with vendor to provide phone system updates and programming as necessary.
  • Handle mail processes for all three entities. Distribute/process delivered mail each day (includes scanning, logging and coding). Process outgoing mail/shipments, as needed.
  • Oversee the functionality, maintenance and repair of copiers and printers.
  • Maintain postage meter and run monthly reports for the postage meter for the accounting team. Send reports to copier vendor quarterly.
  • Be knowledgeable regarding shipping services (providers, rates and tracking capabilities).
  • Review copier and postage machine maintenance and service contracts to ensure all are current and meet the needs of the organization.
  • Work with outsourced fulfillment vendor on collegiate supply inventory, processing invoices and chapter order issues. Complete quarterly inventory counts.
  • Serve as the main contact for our relationship with our office space leasing company. Report all issues/needs within our office space accordingly.
  • Coordinate professional relationships with facility operation vendors that provide services for repair, maintenance and replacement of office equipment.
  • Purchase office supplies and equipment, as needed. Review vendor invoices for quoted accuracy.
  • Oversee organization of general work areas within the office (work room, conference room, great room/kitchen and IT supply closet).
  • Process administration of Zoom licenses and access requests.
  • Process Foundation thank you letters.
  • As time allows, support the processing of the housing inbox emails and voicemails.
• Information Technology
  • Provide administrative user support to members via phone and email regarding chapter reporting software, membership database software and website applications.
  • Provide login support to members for GammaPhiBeta.org.
  • Provide account and login support for Armatic, the FMC's payment processing software.
  • Troubleshoot reported issues and provide solutions through working with the IT team.
  • Log all reported issues and requests, document resolutions and tasks performed and conduct appropriate follow up.
  • Provide data entry support as needed for all three entities (including biannual and annual updating of Excel spreadsheets).
  • Support membership database clean-up and import needs.
  • Maintain the IT closet inventory.
• Human Resources
  • Update volunteer appointment status in membership database.
  • Assist with preparation and update of new volunteer welcome emails and onboarding materials; track onboarding registrations and reconcile reports. Assist with preparation and update of staff onboarding materials.
• Serve as a member of the Administration division; aid as needed within the division.
• Perform project work as assigned.

Education and/or Experience

Bachelor's degree or associate degree from two-year college or technical school in business administration, desktop support or equivalent with two years of related experience; or equivalent combination of education and experience supporting administrative functions.

Other Skills, Abilities and Qualifications

• Understanding of nonprofit organizations and basic general related business operations.
• Excellent customer services skills, verbal and written communication.
• Excellent time management skills, including project management, problem solving, multi-tasking and managing competing priorities.
• Familiarity with membership databases desired.
• Strong analytical thinking, decision-making and interpersonal skills.
• High-level of organization, including attention to detail and follow through.
• Self-starter, efficient, reliable and possess the ability to work in a team environment.
• Experience with voice over internet protocol (VoIP) systems.
• Knowledge of shipping/mail carriers and guidelines for U.S. and international shipping/mailing.
• Familiarity with lease, rental and maintenance agreements and contracts.
• Must be able to lift up to 45 pounds.

Computer Skills

To perform this job successfully, an individual should have extensive knowledge of: Internet software; Microsoft 365 suite of software; online shipping software (UPS/USPS/FedEx); membership database software (iMIS)

Business-Related Contacts

International Headquarters staff, Sorority members, collegiate officers, alumnae officers and volunteers, facility/equipment vendors.

Location

The position is based at Gamma Phi Beta's International Headquarters in Centennial, Colorado. This position is eligible for a hybrid work schedule with the option to work from home one day per week.

Benefits and Compensation

Compensation for this role is $23-$25/hour. Gamma Phi Beta offers a full benefits package, including health, life, disability, vision and dental insurance coverage; paid time off; and participation in Gamma Phi Beta's 401(k) plan after a year of eligible service.