Administrative Services Coordinator

Job Title: Administrative Services Coordinator

Reports To: Operations Director

Position Status:    Full Time

Exempt Status:   Non-Exempt

Direct Reports:    No


Position Summary:

The Administrative Services Coordinator is responsible to plan, direct, and coordinate volunteer and communication services for the organization and provide administrative support to the Organization.  This position will provide assistance with various administrative tasks, custodial operations, maintain various reports, lists, mailings, records, information, filing, maintaining and training on office equipment, tracking and other office support services such as fingerprinting, scheduling appointment, call back, reminders, receptionist coverage. This position is responsible for the integration of volunteers throughout the organization and management of the volunteer program.

Essential Duties: 

All duties to be performed according to the established standard and in compliance with all organization policies and procedures while maintaining regular, prompt attendance:

  • Manage and maintain various reports and lists, to include but not limited to vendors, mailing list, memberships, articles/publications, and manage tracking of all contract’s insurance/vendor renewals and organization documents.

  • Provide assistance with various administrative tasks, such as: online ordering, filing, ordering promotional items, purchasing and pick up of supplies, inventory and sorting and delivering items, conduct research, as needed.

  • Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations.

  • Maintain survey tools and tracking adding data, making graphs and visuals, stuffing mailings.

  • Backup coverage for Receptionist

  • Maintains, types, edits, creates organization filing, documents and systems both manually and online

  • Maintains, up keeps and trains on office equipment and supplies

  • Plan, develop, and implement communication strategy directly related to Organizational goals and objectives, while adhering to budgetary guidelines.

  • Engage in collaborations, partnerships, or committees with entities that would result in a benefit for the Organization and programs.

  • Serve as a liaison between vendors, print suppliers, freelance talent, and the organization. Assist in writing and editing communication materials, works with the committee on content gathering for internal and external newsletters. Social media and communications.

  • Develop Organizational communication venues including, but not limited to brochures, press releases/article submissions to press and editors, newsletters, Facebook and Website Management and event announcements.

  • Seek and identify volunteer opportunities while sustaining current volunteer relationships.

  • Provide direction to volunteers to consistently and timely address and problem solve issues. Maintain accurate files and reports for volunteer staff, including time cards, role descriptions, performance reviews, placement, and all other relevant information and reports.

  • Coordinate public relations events, internal and external events and activities as needed for the Organization and related to volunteerism to promote the Organization and volunteer program. Actively recruit volunteers while maintaining current volunteer relationships.

  • Develop, coordinate, and facilitate training for new and current volunteers. Ensure volunteers receive required training for their position.

  • Completes two hours of volunteer services each calendar year from among the approved list of community sites.


Other Duties: 

  • Produce, review, and edit a variety of letters, reports, charts and graphs for the Organization. Conducts a variety of research.

  • Manage & maintain software programs relevant/related to job duties (volunteering, communications, and training)

  • Acquire, distribute and store supplies (manage inventories of products or organizational resources. & purchase materials, equipment, or other resources)

  • Develop and host volunteer appreciation events. Provide frequent and meaningful recognition to volunteers.

  • Assist in the coordination and facilitation (in terms of logistics) of special events, meetings, and activities.

  • Utilize volunteer add and Office budget to maximize Organizational results and ensure spending is within budget.

  • Maintain and update volunteer policies and procedures semi-annually.

  • Generate thank you letters to supporters, customers and media.  Assists with data tracking and specific thank you letters.

  • Complete sales and marketing administrative projects such as creating marketing reports and conducting research.

  • Perform other duties as assigned.

  • Actively participate and contribute in at least one Organizational committee.

  • Participate in Organizational events and activities.

  • Professionally represent the Organization and department or site to current employees, volunteers, vendors and community.

  • Maintain a clean and organized work environment.

  • Observe all company policies, rules, and safety practices.


Physical Demands:

The tasks of this position generally require duties to be performed by:

  • Occasionally lift and move up to 50 lbs to waist height unaccompanied.

  • Regularly sit for duration of shift.

  • Occasionally required to walk, stand, or stoop. 

  • Coordinated use of hands and fingers to grasp, feel objects, transfer small items from one hand to another, fine manipulation, and bilateral reach with arms.

  • Use of close vision, color vision, and ability to adjust focus.


Work Environment:

  • Fast paced, office environment.

  • Regularly work with others

  • The noise level in the office is generally moderate.

Safety & Ergonomic Requirements:

  • Must practice safe work practices at all times and report any unsafe conditions immediately

  • Attend and participate in all required safety trainings.

  • Participate in daily ergonomic stretches and follow all ergonomic requirements of the position.

  • Follow all personal dress requirements according to the established dress code and safety requirements.


Qualification Requirements:

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.



Associate's degree (A. A.) or equivalent from two-year college or technical school; and one to three years related experience and/or training; or equivalent combination of education and experience.
Demonstrated knowledge of marketing principles and best practices and a minimum of two years’ experience in planning and managing public events. 
Prefer previous volunteer experience with coordinating and working with volunteers in a lead or supervisory role.


Language Ability

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.


Math Ability

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.


Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


Computer Skills

Working knowledge of the Microsoft Office programs including Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Outlook. Working knowledge of navigating and effectively utilizing the Internet.


Certificates and Licenses

Maintains a valid Class D driver’s license and compliance with Organizational insurance driving guidelines.