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Administrative Coordinator

Position: 
Administrative Coordinator
Application Deadline: 
Friday, July 31, 2020
Organization: 
Job Description: 

At this time, all Sierra Club Foundation staff are working from home due to shelter-in-place orders. Once the orders are lifted and the office is reopened, this position is required to be in the office full time.

About the Foundation: The Sierra Club Foundation promotes efforts to educate and empower people to protect and improve the natural and human environment. The Foundation’s work is guided by these goals:

  • Solve the climate crisis and quickly transition to a resource-efficient, clean energy economy that better serves people and nature;
  • Secure protections for public lands and waters, promote healthy ecosystems and communities, and fight for clean air and water;
  • Expand opportunities for more people to explore, enjoy, and protect the planet by supporting programs and policies that reach across economic, cultural, and community lines to get people outdoors; and
  • Build a diverse, inclusive environmental movement that reflects and represents today’s American public and prioritizes important connections between environmental health and social justice.

As the fiscal sponsor of the charitable programs of Sierra Club, the Foundation provides resources to it and other nonprofit organizations to support scientific, educational, literary, organizing, advocacy, and legal programs that further its goals. For more information on the Sierra Club Foundation, please visit www.sierraclubfoundation.org.

Position Title:  Administrative Coordinator, Sierra Club Foundation

Position Summary: As a member of the Sierra Club Foundation team, the Administrative Coordinator works with all staff across departments at the Foundation and with staff at the Sierra Club, most notably with members of the Advancement Department. The Administrative Coordinator is the first point of contact for all public and donor inquiries by phone, email, and mail, and ensures the office is functioning seamlessly. In addition to this, the Administrative Coordinator supports  grant administration, the Foundation’s Board of Directors and Executive Director as needed, and supports the finance and gift processing team. A successful candidate for this position must have a desire to help others and maintain strong organizational skills to ensure the team is operating at its highest ability.

Reports To: Director of Administration and Board Relations

Scope/Position Responsibilities:

1. Donor Relations and Gift Processing Support (40%)

  • Serve as contact for all office communications: answer the main phone line, respond to inquiries in the general email box, collect and sort mail, and greet and assist guests and colleagues
  • Manage the gift acknowledgement process: use internal systems to create and send acknowledgement letters, assist donors who need replacement letters, and support the Finance team as needed
  • Be trained in and support the work of the Finance Coordinator when needed, especially when she/he is out for vacation

2.  Executive Support (20%)

  • Provide support during quarterly Board Meetings: help with document preparation, drafting meeting minutes, event planning as needed, and provide hands on support throughout local meetings as needed
  • Support additional tasks related to the Board of Directors and Executive Director as needed
  • Communications
  • Lead, draft, and manage the publication of a quarterly newsletter for the Board and Board Alumni
  • Lead, draft, and manage regular blog postings to the Foundation’s website
  • Maintain the Foundation’s website content and (minimal) social media presence, and ensure external charity rating websites (Charity Navigator, GuideStar, etc.) have up-to-date information
  • Support the creation of, and track, the growing number of publications and posts by Foundation staff related to impact investing and divestment

3.  Office Support (20%)

  • Provide general office administrative support including: track and order office supplies, stationery, and mailing supplies, update and create documents and presentations for staff as needed, manage all office machines (including supplies, maintenance, and contracts)
  • Support additional tasks related to office management as needed

4.   Grant and Program Support (20%)

  • Support grant administration tasks such as: compile due diligence documentation for external grants, remind grantees on set schedules when grant reports are due, set up new grants in database as requested, manage the receipt and filing of grant condition letters from the Sierra Club, prepare quarterly Donor Advised Fund statements, create quarterly supplemental board meeting materials
  • Process annual EarthShare workplace giving applications

Seasonal Activities:

This position may require occasional overtime work around quarterly Board meetings and between October and February when there is a high volume of donations received. Although these events are not frequent, overtime of 5 to 10 hours in a week may occur during such times. This position requires the Administrative Coordinator to be working full time through the year-end high volume period with the exception of office closure dates of November 26-27 and December 24-25, 2020, and January 1, 2021.

Knowledge, Skills and Qualifications:

  • Strong organizational and time management skills, including excellent attention to detail
  • Strong problem solving skills, ability to multi-task and to take initiative, and anticipate needs in a fast-paced work environment required
  • Minimum of three years prior office administration experience in a fast-paced work environment desired
  • Able to adapt to a variety of different requests and understand how to best meet the needs of all inquiries
  • Interest and desire to provide excellent customer support to volunteers, Sierra Club members, staff, donors, and the general public is essential
  • Proficiency with Google Suite including Gmail, Google Docs, Google Calendaring, as well as  Microsoft Office suite on PC platform, including Excel, Word, and PowerPoint, intermediate-to-advanced Excel skills (ability to create and manipulate complex data tables and charts) required, Zoom proficiency ideal but not required
  • Experience with Salesforce or another constituent relationship management program is required
  • Excellent interpersonal, written, and verbal communication skills required
  • Ability to work both independently and as part of a team
  • This position is full time in our Oakland office, however, during mandated shelter-in-place orders while our offices are closed, this position will be required to work from home

Compensation + Benefits:

Sierra Club Foundation offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to a retirement savings 403(b) plan. The Sierra Club Foundation is a 501(c)(3) public charity and is eligible for federal loan forgiveness programs. Sierra Club Foundation is an Equal Opportunity Employer committed to creating an inclusive environment to support a diverse workforce.