Coordinator Strategic Administration

Application Instructions: Please include a cover letter along with your resume, detailing your skills and qualifications for this role, including how your past experience, educational or professional, has prepared you for this role.

Spoonfuls keeps good food from going to waste. Through food recovery and distribution, education, and advocacy, we work to address the health, environmental, and economic impact that wasted food has on people and the planet. To learn more about our work, visit spoonfuls.org. 

This is an exciting time in Spoonfuls’ work, as we are poised to expand our services and implement a strategic plan over the next five years. We seek a highly organized and proactive Coordinator of Strategic Administration to support the organization across all departments and strategic initiatives. This is an ideal role for someone interested in learning how nonprofits operate and gaining exposure to many aspects of organizational management, including finance, IT, human resources, and project coordination, providing a broad foundation of skills.

With wide-ranging responsibilities spanning finance and accounting support, IT and systems support, staff engagement and onboarding, office management, leadership team support, and strategic project management, the Coordinator of Strategic Administration works closely with the Director of Strategic Administration to support each department in the organization, enabling cross-functional collaboration and ensuring departments have the support needed to execute their day-to-day operations as well as the strategic growth of the organization. 

Duties and Responsibilities:

Finance and Accounting Support

• Support weekly and monthly account reconciliation by tracking deposits, reviewing all transactions, coding expenses, pulling bank statements, and creating monthly expense reports to assist department heads with budget management
• Work closely with the Director of Strategic Administration and our accounting partner to assist with monthly reconciliation, the annual audit, 990, and 1099 process, monitoring our financial position, and ensuring compliance
• Carry out other accounting tasks to support staff and the organization, including credit card and bank account management, sending invoices, assisting with annual departmental and organizational budget creation, aiding staff with receipt submission and reimbursement requests, and monitoring nonprofit discounts and tax exemption to keep organizational costs low.

IT Management and Support

• Work closely with the Director of Strategic Administration and our IT vendor to manage all organizational assets and systems, coordinate communication internally and with IT vendors regarding IT issues across the organization, and improve organizational-wide systems, platforms, and technology 
• Lead efforts to systematize and optimize the use and organization of Google Drive, as well as the other systems we rely on, including Slack and our virtual phone system
• Assist staff as needed with accessing, using, and trouble-shooting various systems, platforms, and technology, including researching and assessing new systems to be implemented across the organization

Administrative and Office Management Support

• Conduct office management duties, including managing office vendors and spaces, such as the kitchen and storage room, maintaining office supplies, ordering Spoonfuls gear and tracking inventory, and responding to other staff requests as needed
• Create and disseminate internal and external communications (i.e. Staff meeting agendas, staff training materials, retreat agendas and details, systems updates, Board Meeting materials, etc.)
• Support administrative functioning by overseeing and organizing both physical and digital file storage, creating and managing the company calendar, and keeping up to date with processes, systems, and departmental changes

HR and Onboarding Support

• Support HR with both recruiting and screenings as well as employee onboarding and offboarding tasks, including opening and closing credit cards, creating business cards for new roles, updating the organizational chart, running staff trainings, managing job postings, coordinating activities for new hires, etc.
• Working closely with other members of the Administrative team, serve as orientation manager for new team members, training them on all organizational-wide platforms, systems, and procedures, ensuring they have what they need as they are getting started, and serving as their first point-of-contact for questions
• Promote employee engagement and team unity by planning semi-annual staff retreats, coordinating team bonding events, and leading efforts to celebrate staff 

Leadership Team Support

• Manage special projects that affect the entire organization as needed (including, but not limited to, strategic planning projects, events management and support, operations support).
• Working closely with the Director of Strategic Administration and other leadership team members, plan for all-staff meetings, all-staff and LT retreats, and other staff engagement activities. 
• As needed, support Senior Leadership team members with general and administrative support

Qualifications:

A strong candidate for this role will possess many, though perhaps not all, of the following qualifications:

• 1-2 years of experience serving in an administrative support role preferred, but not required
• Experience in a nonprofit office preferred, but not required
• Must have proficiency in Google Suite (Meet, Docs, Sheets, Slides), Microsoft Office Suite (Excel, Word, Publisher, Power Point), as well as a willingness to learn and implement new technology systems, such as Salesforce, Zoom, Slack, Canva, etc.
• Familiarity with financial management (Quickbooks, Expensify, Bill.com) tools a plus, but not required; a willingness to learn is a must
• Excellent project management, organizational, time-management, communication, and problem-solving skills, as well as demonstrated initiative and follow-through on responsibilities. 
• Comfort in a fast-paced environment, possessing strong organizational skills even while juggling multiple priorities and deadlines
• An ability to support multiple leaders and managers across an organization
• Strong attention to detail and care for accuracy of data and reporting metrics
• Good judgment and ability to be discreet with handling confidential information 
• An ability to work independently and as a team member, and an ability to work with people at all levels of the organization
• Strong communication skills, and comfort communicating with department heads, consultants, external vendors, and customer support representatives
• Creative problem-solving skills and an ability to figure things out
• Motivated to support Spoonfuls’ mission and departments
• Bachelor’s degree preferred, but not required 

Hours:

Full-Time, Exempt: Must be available 9:00 a.m. – 5:00 p.m., Monday through Friday, though schedules may vary day to day. Spoonfuls operates with a hybrid work schedule, meaning employees must be in the office a minimum of 2-3 days a week, as determined by manager, and are able to work from home on the remaining days. Some flexibility may be required around certain key office events or organizational happenings.

Benefits:

Spoonfuls provides health, vision, and dental insurance through our PEO partner, as well as generous PTO and holiday closures. 

Physical Demands: 

This is largely a sedentary role; however, some filing and materials management is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Some tasks outside the office may be required (attending meetings, attending events, shipping materials, etc.)