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Form of workThe Administrative Coordinatorprovides comprehensive administrative support to the DMBGC administrative leadership team in the areas of resource development, finance, and human resources to ensure the overall smooth operation of Club administrative activities. This position performs both routine and complex administrative tasks, supporting multiple managers with day-to-day operations and special projects. This is a full time, hourly position with excellent benefits. The regular hours for this position are 9:00AM-5:00PM, Monday through Friday.
General Administrative Support
- Prepares meeting materials as directed (copying, filing, email, collating, sending reminders, ordering food and beverage, etc.)
- Reserve and prepare conference rooms and/or external meeting spaces, including required technology set up for virtual attendees, ordering food and beverage, and related details
- Serve as initial point of contact for administrative office contacts (answer incoming telephone calls and field or forward as appropriate, greet visitors and guests)
- Order office supplies and coordinates maintenance of office equipment
- Maintains and updates employee directory
- Monitors Club’s general contact email account(s) and responds or routes messages appropriately
Resource Development and Finance Support
- Support the processing, recording, and reconciliation of gift pledges and payments;
- Prepare, proofread, and mail acknowledgement letters, receipts, and invoices
- Assist with processing year-end donor tax information
- Supports the maintenance of donor and finance records
- Makes bank deposits and provide necessary statements, receipts, etc.
- Collect and organize receipts for organizational purchases and support Director of Finance with reconciliation
Human Resources Support
- Coordinates orientation and training sessions at the direction of the Director of Human Resources or appropriate supervisory staff
- Provides administrative support to HR department by formatting, printing, copying, and filing employee information and related documents
- Runs employee queries or reports as directed or requested and presents information
- Tracks employee progress within onboarding and training programs
- Prepare new hire orientation packets, uniforms, and other first day materials
- Screens general employment and volunteer inquiries and directs candidates to application portal
- Reviews volunteer applications and confirms receipt of all materials
- Routes background checks to Director of Human Resources for review
Additional Responsibilities
- May support direct programming
- May be required to operate a Club vehicle
- Other duties as assigned
Qualifications
- High school diploma or GED required; associates degree preferred
- One year or more of general office experience
- One or more years of experience in a fiscal or human resources support role preferred
- High proficiency with basic office software programs (MS Office Suite, Google Suite, etc.) and with basic office procedures
- Demonstrated integrity dealing with confidential information
- Exceptional written and verbal communication skills
- Organized, detail-oriented, and the ability to manage multiple tasks and achieve team goals
This position is housed at our Administrative Offices (1607 N. Market Street, Champaign), and reports to the Director of Human Resources & Business Administration.
