Administrative Coordinator

Overview

At USA for UNHCR, our people are the driving force behind our mission of delivering hope and opportunity to refugees worldwide. We re not just a workplace - we re a vibrant community of passionate, forward-thinking professionals committed to making a real difference. If you thrive in a dynamic, transparent, and data-driven environment, and want your career to directly impact lives across the globe, we invite you to join us!

Summary

USA for UNHCR is seeking a highly motivated, organized, and experienced Administrative Coordinator to provide administrative and project support to the Integrated Partnerships and Private Philanthropy teams. The Administrative Coordinator will be responsible for database management including gift and donor data entry, donor acknowledgements, and mailing production. The Administrative Coordinator will play a vital role in supporting both teams with various defined administrative tasks and project support, while collaborating closely with a diverse and talented team of professional leaders.

The ideal candidate will have exceptional organizational and project management skills, strong attention to detail, and the ability to multitask and problem-solve in a fast-paced environment. Excellent communication and interpersonal skills are also essential for effectively collaborating with team members, vendors and providing limited support to partners and donors.

• Assist teams in drafting correspondence and sending acknowledgements, mailings, documents, and reports for partners and donors and other administrative tasks as assigned.
• Support teams with Salesforce by entering, uploading, and updating records in accordance with established data standards and procedures.
• Serve as a back-up for routine maintenance of records in Salesforce CRM system and Jira project management system as directed.
• Create and maintain standard operating procedures for administrative functions of both departments
• Assist with invoice processing and support contract approval and documentation under guidance
• Provide administrative support to the Senior Directors, Private Philanthropy/Integrated Partnerships, including calendar management, travel logistics, expense preparation, event support and team communication.
• Schedule, organize and coordinate internal and external meetings, travel arrangements, conferences, and other private philanthropy/partnerships team activities as directed
• Serve as point of contact for some internal stakeholders and external vendors for each team (i.e., addressing questions/concerns and providing information), escalating questions or issues as appropriate.
• Collaborate with internal teams to support timely completion of projects including communications approvals.
• Assist team members with process management, workflow development and operationalization. Help streamline and improve team-wide and cross-team processes.
• Conduct research and gather information for various projects and initiatives; track and analyze efforts to inform future strategies.
• Maintain confidentiality and compliance in working with personally identifying information (supporter data) at all times

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• At least 2 years of experience in providing administrative or development support to teams in a non-profit or related setting;
  Associate’s degree or equivalent required, Bachelor s degree preferred.
• In lieu of education/degree requirements, a successful candidate will:
• Understand how to collaborate with a variety of different people and roles
• Show strong growth mindset and can learn from setbacks.
• Are comfortable with ambiguity and can break it down as part of a cross-functional team.
• Be willing to confront complex problems head on, without fear of lack of solution.
• Be relationship-driven, partnership-driven, and adaptable.
• Ability to…