Administrative and Operations Coordinator

Job Description

Job Description

General Purpose

Performs a range of administrative, operational, facilities coordination, and para-professional duties needed to facilitate the efficient and effective day-to-day operations of the Community Foundation of Southern New Mexico (CFSNM), including oversight of Board of Directors and Executive Meetings (including managing an online board portal), coordinating annual policy and procedure reviews to support regulatory compliance and foundation accreditation,, managing facility needs and vendor coordination, and assisting with record retention and document management.

Perform supportive tasks to support the Southern New Mexico Building, LLC, including scheduling of vendors, building upkeep, and support of rental agreements. Engage in functions to help build operational support.

Serves as a key administrative liaison supporting the President and CEO, Board of Directors, staff, volunteers, donors, and community partners, while helping strengthen internal systems, operational efficiency, and organizational effectiveness. Support the President and CEO along with staff and volunteers on incoming calls and guests to the building. Assist with executive scheduling and calendar maintenance.

Major Responsibilities/Duties

• Provides office support for the Community Foundation of Southern New Mexico, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate
• Serves as a primary point of contact and liaison between the offices, board of directors, donors, accounting and external constituencies on a range of day-to-day issues
• Coordinates annual policy and procedure reviews, supports regulatory compliance, and manages documentation for annual foundation accreditations. Organizes, delivers, and maintains all mail coming into the office; includes proper review and auditing processes for checks, money orders, financial documents, etc.
• Assists with general data entry within the donor system
• Organize and facilitate\ meetings associated with the Board of Directors and Executive Committee.
• Maintains minutes for the Board of Directors and Executive Committee and provides administrative support and follow-up on matters arising from meetings.
• Schedules and coordinates dates and times of internal and external events to include logistics with Special Events and Communications Coordinator.
• Gathers, enters and/or updates data to maintain donor and office records and databases, as appropriate; establishes and maintains files and records for the office. Including file retention and destruction policies.
• Maintains filing of fund agreements, including both digital and paper records, ensuring proper organization, accessibility, and compliance with retention policies.
• Coordinates and oversees the day-to-day management of supplies, equipment and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security and related activities.
• Collaborates with Vice President and Chief Impact Officer on volunteer, intern, and outreach projects, including managing intake and initial requests for volunteers and coordinating onboarding steps.
• Assists with scheduling of meetings for President and CEO and staff, as needed.
• Coordinates and ensures communication with IT Vendor is scheduled appropriately.
• Assists as needed with participation in committee meetings.
• Maintains invoicing and rental partner requests for outside partners that rent CFSNM spaces.
• Enhance professional growth and development through participation in educational programs, current literature, workshops, and ongoing training opportunities.
• Maintains a professional demeanor and business attire in representing the organization.
• Performs miscellaneous job-related duties as assigned.

Educational Background

• A bachelor’s degree preferred.
• Must have 3 years of experience in administrative and facilities support.
• Excellent organizational management skills.
• Analytical skills – investigates and problem solves a broad range of issues.
• Flexibility – manages several tasks simultaneously, with attention to time management and prioritization of tasks.

Software Skills Required:

• Proficient with Microsoft Office Suite, especially Excel, Outlook, and Teams.
• Preferred knowledge of CSuite Foundant and/or other accounting software systems.

Knowledge and Skills

• Knowledge of planning and scheduling techniques.
• Knowledge of computer systems, database management and programs to assist with overall office support.
• Knowledge and passion for the CFSNM mission and the geographic region.
• Express a genuine interest in the community, congruent values with the CFSNM’s vision, and a strong commitment to the fundraising goals of the CFSNM.
• Possess the ability to work well independently on several projects concurrently under specific deadlines.
• Possess outstanding communication skills both written and oral with a wide range of community members.
• Must be a creative thinker and problem solver.
• Must engage with a small team that works within community daily.
• Ability to create, compose and edit written materials, emails and correspondence within and outside of the office.
• Ability to coordinate and organize meetings and/or events.
• Must be able to maintain confidentiality in all matters to ensure trustworthy relationships. Must have the ability to exercise sound judgment when interacting with others.

We value collaborative conversations that align our team around shared, strategic goals. We rely on one another, working in unity to best serve the communities across our region that rely on our mission-based work. We find joy and fulfillment in the work we do and believe that having fun together strengthens our connection as a team. As a team, we recognize the importance of balance, sustaining our energy and well-being so we can continue to show up fully for each other and our community. We are deeply committed to listening to and valuing the voice of our community, ensuring our work reflects the strengths, needs, perspectives, and hopes of those we serve. Our team includes not only internal staff but also the collaborative support of our Board of Directors, Committee Members, Volunteers, and Interns. Together, we are dedicated to creating a lasting, community-driven impact across Southern New Mexico, now and for generations to come.

Company Description

We value collaborative conversations that align our team around shared, strategic goals. We rely on one another, working in unity to best serve the communities across our region that rely on our mission-based work. We find joy and fulfillment in the work we do and believe that having fun together strengthens our connection as a team. As a team, we recognize the importance of balance, sustaining our energy and well-being so we can continue to show up fully for each other and our community. We are deeply committed to listening to and valuing the voice of our community, ensuring our work reflects the strengths, needs, perspectives, and hopes of those we serve. Our team includes not only internal staff but also the collaborative support of our Board of Directors, Committee Members, Volunteers, and Interns. Together, we are dedicated to creating a lasting, community-driven impact across Southern New Mexico, now and for generations to come.