Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides high-level administrative and organizational support to the Executive Team, Board of Directors, and organization-wide initiatives. The Administrative Coordinator manages schedules and meeting logistics, prepares and maintains records and communications, tracks projects and deadlines, and supports efficient administrative operations. Success in this role requires exceptional organization, discretion, initiative, writing skills, attention to detail, and dependable follow-through in a fast-paced, confidential environment.

Classification: 40 hours/week (Full-time/Non-Exempt)

Location: Baton Rouge Office

Hours: Typical office hours are Monday-Friday, 8:30 AM-5:00 PM; occasional schedule adjustments or additional hours may be required.

Reports to: Finance Director

Supervises: N/A

Salary: $20.00 per hour ($41,600 annualized at 40 hours per week). STAR uses a benchmarked compensation structure and does not negotiate individual salaries.

Primary Responsibilities

Executive and Scheduling Support

• Manage executive calendars, training and conference room schedules, appointments, meeting requests, and competing scheduling priorities as assigned.
• Coordinate internal and external meetings, including invitations, agendas, materials, technology, logistics, notes, decisions, and follow-up items.
• Draft, proofread, format, and organize correspondence, reports, presentations, memoranda, and other executive materials.
• Support preparation for presentations, speaking engagements, community events, and other organizational commitments.
• Maintain confidential executive files and anticipate administrative needs that affect timely follow-through.

Board Support

• Coordinate Board and committee schedules, meeting logistics, agendas, packets, minutes, records, and follow-up communications.
• Maintain organized governance records, including Board rosters, meeting materials, minutes, resolutions, policies, and committee documents.
• Assist the CEO with Board communication and coordination and support leadership-team meetings and action tracking.
• Handle Board, leadership, personnel, financial, survivor-related, and organizational information with strict confidentiality.

Project Coordination

• Provide administrative coordination for strategic planning, organizational development, policy implementation, events, trainings, and special projects.
• Maintain project trackers for owners, deliverables, decisions, deadlines, and follow-up; communicate timely reminders and status updates.
• Gather, research, organize, and prepare information needed for executive planning and decision-making.
• Coordinate meeting and event logistics from planning through completion and maintain related records.
• Identify routine administrative gaps, recommend practical improvements, and carry approved solutions through implementation.

Communications and Document Management

• Draft, edit, proofread, and format internal and external communications and organizational materials as assigned.
• Ensure documents are accurate, accessible, professionally presented, and consistent with STAR's standards.
• Maintain orderly electronic records, shared files, naming conventions, templates, and version-control practices.
• Coordinate distribution of organizational information and help ensure staff receive approved communications and materials on time.

Financial and Administrative Support

• Prepare and make routine bank deposits, ensuring timely and accurate documentation.
• Manage accounts payable processing, including receiving and reviewing invoices, obtaining necessary approvals, and coordinating timely payment.
• Coordinate purchasing and supply orders for STAR offices and programs.
• Coordinate routine office maintenance and facility needs across STAR locations, working with appropriate staff and service providers to address issues.
• Serve as the primary administrative point of contact for vendors, maintaining vendor information and coordinating routine service, billing, and purchasing needs.
• Maintain organized records related to invoices, purchases, deposits, vendors, and other financial and administrative transactions.
• Collaborate with the Finance Director to ensure financial administrative processes are accurate, timely, and consistent with STAR policies and procedures.

Grant, Contract, and Compliance Support

• Collect, organize, and maintain administrative and financial documentation for grants, contracts, reports, audits, monitoring, and other requirements.
• Track assigned administrative deadlines and notify responsible staff of upcoming deliverables and missing information.
• Prepare and organize approved materials for funders, partners, auditors, and other external stakeholders.
• Support compliance with internal policies, recordkeeping requirements, and authorized administrative procedures.

General Responsibilities

• Accurately record work time and submit mileage, reimbursement, and other required documentation by established deadlines.
• Attend required staff meetings, training, and continuing education.
• Make required reports to DCFS or law enforcement when legally mandated and in accordance with STAR policy and supervisory guidance.
• Participate in special projects and perform other duties consistent with the role as assigned.

Required Qualifications

• Experience working in an administrative or office setting.
• Excellent organization, prioritization, writing, proofreading, document-formatting, scheduling, and follow-through skills.
• Ability to coordinate meetings, events, projects, and recurring administrative processes from initiation through completion.
• Sound judgment and demonstrated ability to protect confidential and sensitive information.
• Proficiency with common office, cloud-document, calendar, videoconferencing, database, and project-tracking systems, with the ability to learn new platforms.
• Ability to work independently, respond to shifting priorities, travel locally, and work occasional flexible hours as needed.

Preferred Qualifications

• Associate's or bachelor's degree in business administration, communications, nonprofit management, or a related field.
• Administrative experience in a nonprofit, human-services, legal, healthcare, government, or Board-governed organization.
• Experience maintaining governance records, grant or contract files, policies, meeting minutes, and confidential personnel or financial documents.

Requirements for all Positions

• You are committed to carrying out STAR's mission, vision and philosophy.
• You adhere to STAR's core values, policies and procedures.
• You value differences, recognizing that different perspectives and cultural diversity make the world a better place to be.
• You uphold the highest ethical standards and respect for confidentiality.
• You communicate effectively, problem solve, and work well with people from diverse backgrounds.
• You know how to secure and deploy resources both effectively and efficiently.
• You build strong relationships, and you deliver effective client and survivor-centric solutions.
• You have strong writing skills and maintain quality documentation free of grammatical and spelling errors.
• You display professionalism with clients and co-workers.
• You take care of yourself by knowing your personal limitations, communicating your needs to others, and asking for help when needed.
• You can handle multiple tasks simultaneously and have excellent organizational skills.
• You can identify and respond to shifting priorities.
• You are committed to learning and growing both professionally and personally.
• You consent to and successfully complete a full background investigation, which includes a criminal history check and fingerprinting.
• You are committed to getting hospital clearance for the hospital(s) that STAR provides hospital accompaniment for your home office, including drug tests and vaccinations
• You have completed, or will complete in the first year of employment, a mandatory 40 hours of sexual violence training; plus 20 hours of continuing education/training annually.
• You have a valid driver's license and a working, insured vehicle at the time of appointment.

Benefits Package

• Paid Time Off (PTO) and Care & Recovery Bank (CRB): Full-time employees will receive 7.38 hours of PTO and 1.85 hours of CRB each pay period, which accumulates to 24 days of PTO and 6 days of CRB annually. These benefits can be used for personal and medical leave.
• Paid Holidays: We offer at least 15 paid holidays throughout the year.
• Health Care Coverage: Full-time employees are eligible for health care on the first day of work. Our comprehensive coverage includes medical, dental