Administrative Coordinator

Jewish Free Loan (JFL) is a nonprofit organization that provides interest-free financial assistance to Arizona’s Jewish community. The Administrative Coordinator position manages and executes office operations and administrative procedures to ensure organizational effectiveness. In addition, the Administrative Coordinator is responsible for donor database maintenance and donor acknowledgement. This position will also provide administrative, project and database support to the Development and Loan Departments and the Executive Director.

JOB RESPONSIBILITIES

OFFICE OPERATIONS & ADMINISTRATION

• Answering phones and screening calls for all team members
• Monitoring general email box and distributing inquiries to appropriate team members
• Serving as first point of contact and providing basic information in response to public inquiries regarding the work of JFL and and customer service support to JFL constituents
• Collecting and distributing postal mail
• Coordination of outgoing mail – including vendor payments, general correspondence, donor acknowledgement letters, tribute cards and seasonal loan communications
• Maintaining and monitoring organizational calendars and deadlines
• Coordinating board and committee communications and monthly meetings, including reserving meeting room/scheduling Zoom meeting, taking minutes, sending reminder emails, providing agenda and supporting materials and following up on post-meeting needs
• Tracking fulfillment of board and committee member responsibilities, including attendance, responsiveness to communications, etc.
• Maintaining the office (virtual and actual), including identifying tools to improve office functionality, organizing paperwork, ordering supplies & troubleshooting equipment
• Monitoring, maintaining and updating various subscription and form services, for example: Jotform, HelloSign, and Google Forms
• Serving as the point-of-contact for all office vendors, including initiating service, coordinating service calls and following-up on inquiries
• Troubleshooting (with off-site IT professional) technological issues, including, but not limited, computers software and equipment, and cloud-based phone system

DATABASE MAINTENANCE & DONOR STEWARDSHIP

• Maintenance of donor database, including updating contact information, reviewing previous entries for accuracy, and working with the Director of Development to implement processes for consistent data collection
• Processing and acknowledging donations, including entering donations into database system and producing proper acknowledgement letters
• Producing monthly reports from donor database, including requested analytics, month-end & year-end overviews, thank you calls, year-end donor lists
• Processing and producing time-sensitive acknowledgements, including tribute cards and other similar projects
• Providing staff training and support on database functionality

ADDITIONAL DUTIES

• Participating in event registration
• Representing the organization at community events
• Other duties as identified and assigned by Executive Director

QUALIFICATIONS

We are looking for someone with the right mixture of sound judgment, strong initiative, patience, creative problem-solving ability, and attention to detail who is adept at managing competing priorities. The successful candidate will be professional, have experience handling a wide-range of administrative and office support-related tasks, be able to work independently, have strong organizational and communication skills, be flexible and enjoy the administrative challenges of supporting a dynamic and growing nonprofit organization.

ADDITIONAL QUALIFICATIONS

• Minimum of A.A. degree or related certification preferred
• Minimum of three (3) years related work experience
• Experience with online technology and software including, but not limited to, Microsoft Office/Outlook, HelloSign, and Google Forms
• Working knowledge of and experience with donor database management (DonorPerfect preferred)
• Experience performing mail merges and mass mailings quickly and efficiently

Jewish Free Loan is an Equal Opportunity Employer, which does not discriminate on the basis of race, creed, color, gender, age, ethnicity, national origin, sexual orientation, religion, marital status, medical conditions, or any other legally protected status.