Administrative Coordinator

Job Description

Job Description

STAR is seeking a highly organized and dependable Administrative Coordinator to provide administrative and operational support to the Executive Team, Board of Directors, and organization-wide initiatives.

The Administrative Coordinator plays an important role in keeping STAR's administrative systems organized, responsive, and efficient. The position manages executive calendars, meeting and event logistics, schedules, correspondence, records, and follow-up activities. Responsibilities include preparing agendas and materials, taking meeting notes, tracking decisions and action items, drafting and proofreading communications, and maintaining confidential executive records.

The Coordinator provides administrative support to STAR's Board of Directors and committees, including coordinating meetings, preparing Board packets and minutes, maintaining governance records, and assisting with Board communications. The position requires a high level of discretion when handling leadership, personnel, financial, survivor-related, and organizational information.

The role also supports project coordination and organizational initiatives, including strategic planning, policy implementation, trainings, events, and special projects. The Coordinator maintains project trackers, monitors deadlines and deliverables, provides reminders and status updates, and helps ensure projects move from planning through completion.

Financial and operational responsibilities include processing accounts payable, preparing bank deposits, coordinating purchasing and supply orders, maintaining vendor records, and coordinating routine facility and office maintenance across STAR locations. The Coordinator works closely with the Finance Director to ensure administrative financial processes are accurate, timely, and consistent with organizational procedures.

Additional responsibilities include maintaining electronic files and document-management systems and organizing documentation for grants, contracts, audits, monitoring, and compliance requirements.

Candidates must have experience working in an administrative or office setting and demonstrate excellent organization, prioritization, writing, proofreading, scheduling, document-formatting, and follow-through skills. The successful candidate must be able to coordinate multiple meetings, projects, events, and recurring processes while responding effectively to changing priorities.

Strong judgment and the ability to maintain strict confidentiality are essential. Candidates should be proficient with common office technology, cloud-based documents, calendars, videoconferencing, databases, and project-tracking systems and be comfortable learning new platforms. The position also requires the ability to work independently, travel locally, and occasionally adjust work hours based on organizational needs.

An associate's or bachelor's degree in business administration, communications, nonprofit management, or a related field is preferred. Experience in a nonprofit, human-services, legal, healthcare, government, or Board-governed organization and experience maintaining governance, grant, contract, personnel, or financial records are also preferred.

STAR requires all employees to consent to and successfully complete a full background investigation, which includes a criminal history check and fingerprinting.