Office Coordinator-Full-Time

MILWAUKEE, WI

Mission: PEARLS for Teen Girls is improving quality of life and strengthening our community one girl at a time by empowering young women with self-development tools, guidance and support to strive for better, brighter futures by living out the PEARLS values:

P – Personal Responsibility, E – Empathy, A – Awareness, R – Respect, L – Leadership, S – Support

Position Title: Office Coordinator

Reporting Relationship: Director of Finance and Operations

Supervision: no direct reports

FLSA Status: Non-exempt, full-time

Position Overview:  Under the direct supervision of the Director of Finance and Operations, and indirect supervision of the Executive Director the Office Coordinator supports the office operations, financial and human resources functions and lends support to the Executive Director to build and manage relationships through excellence in scheduling, follow through and ongoing communication with the organization’s various stakeholders. Provides support in reconciling month-end donor reports. Critical responsibilities include management of donor database and improvements to functional processes. Drafts and maintains fund development database protocols. The Office Coordinator performs a number of monitoring and processing tasks that enable PEARLS to fulfill its mission, vision and goals.

Key Responsibilities:

Support for Executive Director:

  • Manage and maintain the Executive Director’s schedule, appointments and travel arrangements. 
  • Assist with Board, Governance Committee and Executive Committee meeting preparation, including scheduling, correspondence, agendas, minutes, and any communication with committee members. Assist with other committees as needed.
  • Schedule and coordinate logistics for meetings with community stakeholders.
  • Assist with office file organization, both electronically and manual.
  • Coordinate project-based work.
  • Monitor, respond to and distribute incoming communications of Executive Director.
  • Maintain corporate records.

Finance Support:

  • Assist in preparation of annual audit.
  • Works closely with office team on a variety of special projects, such as contracts, grant applications, letters and reports.
  • Coordinates office computer network/telephone maintenance/copier maintenance/security.
  • Invoice site partners each semester. Follow up and collection of outstanding invoices.
  • Prepare checks for deposit and takes checks to the bank.
  • Helps ensures compliance with internal control policies.  Safeguards general office equipment and maintains policies and procedures relating to office equipment. 
  • Reconciliation of all corporate credit cards. Records credit card activity in the general ledger.
  • Responsible for accounts payable functions of the organization (i.e. paying vendors timely both on-line and via checks). Maintains vendor files.
  • Maintains office supply inventory.
  • Assist with Finance Committee meeting preparation, including scheduling, correspondence, agendas, minutes and any communication with committee members.

Development Support:

  • Process donations and prepare acknowledgement letters and other correspondence.
  • Create donor database reports, as needed.
  • Maintain the overall health of the donor database records, with support from other team members, through updating constituent records, adding event attendance data, and performing data health functions, as necessary.
  • Recommend how PEARLS could be utilizing database more effectively and efficiently.

Office Support:

  • Responsible for all incoming calls and front office duties (guests and deliveries).
  • Distributes all mail.

Qualification Requirements / ADA:

To perform the 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 essential functions.

Education and Experience:

A two-year associate’s degree, from an accredited college is required.  A minimum of five years in a broad administrative or operational environment is preferred.  This experience should include experience supporting multiple functions within a business.  Non-profit experience is preferred, but not required.

Additional qualifications:

  • Strong project management experience. Must be able to manage and prioritize multiple projects, simultaneously.
  • Excellent computer skills.  Proficiency with excel, word, and outlook.
  • Database or other technology experience required. 
  • Knowledge and experience in organizational effectiveness and operations management implementing best practices.
  • Demonstrated leadership and vision in managing major projects.
  • Excellent interpersonal skills and a collaborative management style.
  • Excels at operating in a fast pace, community environment.
  • Collaborative work style and commitment to get the job done.
  • Strong professional, communications skills, both written and verbal
  • Can do attitude
  • Exceptional customer service skills
  • Must be a self-starter requiring limited or no supervision
  • Efficient and persistent, with experience managing and juggling diverse tasks and projects with minimal supervision.
  • Creative and aggressive problem-solver with experience in organizing others to accomplish projects.

Language Skills:

Ability to read and interpret documents, such as policy and procedure guidelines and fiscal reporting requirements. Ability to write routine reports and correspondence. Ability to generate reports for use by others. Ability to speak effectively before groups of youths, adults, and professionals.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Other Skills and Abilities:

Ability to operate various office equipment, including a computer, copier, fax, and telephone system. Ability to respect and maintain confidentiality.  Ability to work with a non-judgmental attitude in a population comprised of diversity in gender, socio-economic and ethnic group, sexual orientation, and physical or mental abilities. Ability to work as a team as well as a self-directed attitude.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this position, the employee is regularly required to use hand to finger, handle, or touch object, and to talk and hear. The employee is frequently required to stand, walk, and sit. The employee is regularly required to work in outside environments, occasionally during periods of inclement weather. The employee is occasionally required to reach above shoulders; climb or balance; stoop, kneel, or crouch.
  • The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.