Administrative Coordinator

Job Description

Job Description

JOB TITLE:

Administrative Coordinator

DEPARTMENT:

Administration

REPORTS TO:

Director, Technology & Administration

SUPERVISES:

No supervisory responsibilities

CLASSIFICATION:

Non-exempt

Part-Time

Hourly

GRADE:

4

HOURS PER WEEK:

20

EFFECTIVE DATE:

11/6/2026

The Administrative Coordinator provides administrative support for financial operations, the executive team, and human resources administration at Tree House Humane Society. This role is well-suited to a detail-oriented self-starter who is eager to learn and grow across multiple functional areas. 

The Administrative Coordinator oversees day-to-day administrative workflows, exercises independent judgment to troubleshoot and resolve issues as they arise, and uses modern workplace technology, including approved artificial intelligence tools, to make administrative work more efficient, consistent, accessible and impactful.

This role supports basic financial operations and reporting, provides executive support, including meeting preparation, event scheduling, and logistics, and supports HR administrative functions such as recruiting and onboarding coordination and personnel file administration. The Administrative Coordinator is also expected to identify repetitive or inefficient administrative processes and, with appropriate guidance and oversight, improve them using existing technology, AI-assisted tools, templates, automation, and standardized workflows rather than recreating processes manually.

The Administrative Coordinator reports to the Director, Technology & Administration, and receives HR-related work direction from the Director, People & Culture, and administrative requests from the CEO. This is an in-person position at the Tree House shelter.

Financial Operations

• Support basic financial operations tasks, including gift entry processing, invoicing, expense tracking, and reconciliation, with training provided to build proficiency over time.

• Maintain accurate and organized financial records and documentation in support of organizational reporting needs.

• Assist with routine financial administrative tasks including deposits, bank transactions, and others as assigned, escalating discrepancies or complex issues to the appropriate team member. Drive to and from the bank as needed to complete transactions.

• Use approved technology and AI-assisted tools, when appropriate, to organize financial information, prepare routine documentation, identify potential discrepancies, and support preliminary reporting, while verifying accuracy before information is entered into financial records or shared with others.

• Coordinate meetings and events for organizational leadership, including calendar management and logistics for internal meetings and gatherings. 

• Support Board meeting preparation, including assembling materials, coordinating logistics, and supporting follow-up activities.

• Provide general administrative support to the Director, Technology & Administration, and other organizational leaders as assigned.

• Identify recurring administrative needs and recommend opportunities to simplify, standardize, or improve related workflows.

Administrative and Tech Support

• Coordinate technology-related onboarding and offboarding logistics, including equipment preparation, account provisioning requests, and tracking completion.

• Coordinate shared organizational resources, including office equipment, meeting technology, shared devices, and mailing systems.

• Analyze recurring office, workspace, or administrative issues and recommend process improvements to relevant supervisors.

• Look for opportunities to reduce repetitive administrative work through better use of existing systems, integrations, forms, templates, automation, and approved AI-assisted tools.

• Drive to local locations to drop off or pick up organizational materials, equipment, and supplies as needed.

People Operations

• Support recruiting and onboarding administration, including scheduling interviews, coordinating candidate communication, and preparing onboarding materials and new employee access.

• Maintain personnel files and HR documentation in accordance with organizational policy and applicable recordkeeping requirements.

• Support HR data entry and administrative tasks within ADP and other HR systems as directed by the Director, People & Culture.

• Administers payroll and timecard review processes.

• Maintain confidentiality and exercise discretion when handling sensitive personnel and financial information.

• Use AI and other technology responsibly and in accordance with Tree House policies regarding privacy, confidentiality, data security, records management, and responsible AI use.

• Review AI-generated information for accuracy, completeness, appropriate tone, and context before it is relied upon, distributed, or entered into organizational records or systems.