Administrative Coordinator

Position Summary: 

The Administrative Coordinator plays a central role in ensuring the day-to-day operations of By Degrees run smoothly and efficiently. This position provides administrative, operational, financial, fundraising, and logistical support across the organization, thus allowing staff to focus on delivering high-quality programming for students and families.

The Administrative Coordinator serves as the primary point of contact for office operations, supports financial and donor record management, coordinates logistics for organizational meetings and events, assists with onboarding new employees, and helps maintain organized systems that support a growing nonprofit.

This position requires exceptional organization, attention to detail, initiative, and the ability to manage multiple priorities while working collaboratively across departments.

PRIMARY RESPONSIBILITIES

Office Administration and Organizational Support

• Serve as the primary coordinator for day-to-day office operations.
• Receive visitors and answer incoming phone calls.
• Manage incoming and outgoing mail.
• Coordinate office maintenance and vendor relationships.
• Maintain office supply inventory and place orders.
• Keep shared office spaces organized and functional.
• Coordinate routine vehicle maintenance and service.
• Develop and/or improve administrative systems and operational processes to increase organizational efficiency
• Maintain electronic and paper filing systems.

Executive Support

• Manage executive calendar and scheduling as assigned.
• Provide support for Board meetings, including meeting set-up, Board communication as requested, agenda distribution, and recording minutes.
• Assist with staff meeting agendas, notes, and follow-up.

Finance Support

• Enter financial transactions into accounting systems.
• Assist with accounts payable, including invoices and bill payment.
• Track and reconcile organizational credit card receipts.
• Maintain organized financial records.

Fund Development Support

• Donor database coordination
  • Accurately enter gifts and prepare acknowledgments on a daily basis
  • Ensure accuracy of database including address changes, entry of new donors, entry of donor prospect names/lists, additions to donor records, etc., as directed by the Director of Development.
• Events
  • Attend By Degrees Committee meetings and record minutes of meetings
  • Assist with event logistics
  • Coordinate event prospect lists, donor lists, mailing lists, RSVP lists, etc.
• Mailings
  • Assist in preparing and coordinating mail solicitations, including electronic mailings such as Giving Tuesday.
  • Maintain records/files of all mailings, including donor solicitations, event invitations, etc.
• Grants
  • Assist in preparing supplementary materials required for grant proposals.
  • Support grant reporting through accurate data entry and documentation.

Program Operations Support

• Collaborate with programs staff on purchases of supplies, food, and snacks for schools
• Collaborate with programs staff to arrange trip and event logistics, including transportation
• Be available to assist with ad hoc program needs, including help on student trips, supply needs, and other needs as they arise

QUALIFICATIONS

Required Qualifications

• Five or more years of administrative, operations, office management, or nonprofit experience.
• Strong organizational and project management skills.
• Exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently.
• High level of discretion with confidential information.
• Proficiency with Microsoft Office and Google Workspace.

Preferred Qualifications

• Experience with nonprofit donor databases.
• Experience with QuickBooks Online or similar accounting software.
• Experience supporting nonprofit operations or finance.
• Experience coordinating meetings and events.

KEY COMPETENCIES

• Organization and planning
• Initiative
• Reliability
• Customer service orientation
• Financial accuracy
• Process improvement
• Adaptability
• Collaboration
• Problem solving
• Time management

SUCCESS CRITERIA

The Administrative Coordinator will be successful when they:

• Maintain accurate and timely donor and financial records.
• Ensure bills, reimbursements, and administrative tasks are completed on schedule.
• Create organized systems that improve efficiency and reduce administrative burden.
• Coordinate meetings and events with minimal oversight.
• Keep office operations running smoothly and professionally.
• Become a trusted resource for staff across the organization.

Any offer of employment will be contingent upon: 

• Motor vehicle record check
• State/federal background check

Why choose By Degrees Foundation? 

By Degrees partners with entire schools to increase high school graduation and postsecondary readiness rates on Des Moines' north side. Our work begins in kindergarten and follows students through high school graduation, ensuring they’re immersed in an expansive culture of postsecondary education, career exploration and future-focused planning throughout their K-12 experience.

We build intentional partnerships with our schools, community organizations, businesses and postsecondary institutions to uplift students, families and whole neighborhoods.

This position In addition to a competitive salary, members of our team receive:

• Paid vacation, holidays, and sick time
• Paid volunteer time off
• 401k match up to 5% of salary

By Degrees Foundation is an equal opportunity organization, and all qualified applicants will receive consideration for employment without regard to race, religion, gender, gender identity, national origin, ethnicity, sexual orientation, family or marital status, or other characteristic protected by applicable law. By Degrees Foundation will consider qualified candidates with criminal histories in a manner consistent with the role requirements and any applicable local, state, and Federal law.