The Administrative Coordinator (Coordinator) builds capacity for Hands On Nashville (HON) by supporting strong relationships and operational efficiencies for the CEO and other key staff, including data entry, scheduling, and board meeting preparation. This position is full time, 40 hours per week.
We build capacity for individuals and agencies to meet needs through volunteerism. Our programs connect volunteers to opportunities supporting 140-plus nonprofits, schools, and other civic organizations.
Our team members:
• care for each other, our city, and ourselves. We listen, learn, and act to effect change.
• thrive in dynamic, fast-paced environments, both independently and when working together.
• build collaborative relationships with internal and external stakeholders, with a commitment to inclusiveness, professionalism, and respect.
About the Role
• Performs administrative support tasks for CEO, including scheduling and communications facilitation with key stakeholders.
• Assists with processing Accounts Payable and Accounts Receivable by entering bills, invoices, donations, and payments using Quickbooks, Salesforce, Click&Pledge, etc.
• Supports reconciliation processes and record-keeping in accounting/development and the Community Partner Program.
• Maintains donor records, updates pledges, and generates acknowledgements.
• Supports board and committee scheduling and provides administrative support during meetings, including preparing packets and recording/transcribing minutes.
• Researches donor prospects and prepares reports.
• Supports the Director of Development with the Mary Catherine Strobel Awards by helping with ticket-sale tracking, vendor management, internal and external communication, and on-site tasks.
• Performs other duties, as assigned.
• Highly organized with a critical eye for detail and accuracy.
• Able to efficiently prioritize multiple tasks with competing deadlines.
• Strong interpersonal, verbal, and written communication skills, with the ability to communicate effectively throughout all levels of the organization and with the public.
• A knack for using Microsoft Office suite — Word, Excel, Outlook, mail merge, etc. — and basic office equipment, including printers and scanners.
• Familiar with project management best practices.
• Bachelor’s degree or three years of administrative experience.
• Experience using Quickbooks and Salesforce or other donor-management software.
• Must be available for occasional late-afternoon board and committee meetings or early morning event preparation.
• Criminal history background check clearance.