Administrative Coordinator

Job Description

Job Description

Description:

TITLE: Administrative Coordinator

REPORTS TO: President & CEO

Status: Full-time, Non-exempt

Supervises: n/a

SUMMARY: The Administrative Coordinator serves as the front-facing hub of the organization and provides high-level administrative support to the President & CEO and leadership team. This role is responsible for managing daily office operations, coordinating board and leadership materials, and ensuring a professional and welcoming experience for all visitors, volunteers, and community partners. This role is critical in maintaining organizational efficiency, supporting governance functions, and assisting with administrative aspects of development and data management. This position is based in our Overland Park office and is expected to work on-site during regular business hours.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Front Office & Reception Management

• Serve as the first point of contact for all visitors, volunteers, and callers, ensuring a welcoming and professional experience.
• Answer and route incoming phone calls, including screening calls for the President & CEO and leadership team.
• Receive, sort, and distribute mail and deliveries.
• Manage outgoing mail, including coordination of delivery for programmatic and volunteer-related materials to external agencies.
• Serve as the primary contact for office equipment and administrative systems, coordinating routine troubleshooting and vendor support as needed (e.g., copier, phones, office technology).

Executive & Administrative Support

• Provide administrative support to the President & CEO, ex: calendar coordination and meeting preparation.
• Assist in prioritizing and managing incoming requests, helping to streamline communication and workflow.
• Draft, format, and edit documents, emails, and internal communications as needed.
• Support scheduling of internal and external meetings, including logistics and materials preparation.

§ Act as a central coordination point for organizational priorities by tracking key deadlines, action items, communications, and follow-up tasks to support implementation of leadership priorities.

§ Take meeting notes and distribute action items for meetings as assigned.

Board & Governance Support

• Support preparation and distribution of board and committee materials through the organization’s board platform (e.g., Boardable).
• Assist in compiling board packets, reports, and meeting agendas in collaboration with the President & CEO and leadership team.
• Maintain organization of board documents and ensure materials are uploaded accurately and on time.
• Support meeting logistics, including room setup, materials, and attendance tracking.

Development & Financial Support

• Assist with gift entry and data maintenance related to donor records, grants, and fundraising activities.
• Support tracking of grants and donor information in coordination with the Development team.
• Help prepare basic reports or materials related to fundraising and development efforts.
• Partner with the Development Director to prepare and distribute donor acknowledgment letters, ensuring timely, accurate, and donor-centered communication.
• Provide administrative support for financial processes, including data entry, coding of expenses and revenue, and preparation of credit card reconciliations, in coordination with the President & CEO, Development Director, and external finance support.

Office Operations & Organizational Support

• Maintain office organization, supplies, and overall workspace functionality.
• Support coordination of staff meetings, including preparation of materials and logistics.
• Assist with organizational events and initiatives as needed.
• Provide administrative support across departments as aligned with organizational priorities and direction from the President & CEO.
• Maintain inventory of office supplies and coordinate routine purchasing.
• Coordinate routine office maintenance and vendor services to ensure a safe, functional, and welcoming workplace.

PROGRAM ENGAGEMENT & ORGANIZATIONAL CONTRIBUTION

• Complete a minimum of 12 CEU credits annually.
• Attend regular staff and program coordinator meetings.
• Participate in external partner meetings as requested.
• Support CASA events and organizational initiatives.
• Contribute to a collaborative team environment by demonstrating flexibility, openness to feedback, and a willingness to support organizational priorities as they evolve

CORE COMPETENCIES

• Professionalism & Customer Service Orientation
• Organization & Attention to Detail
• Communication (Written & Verbal)
• Discretion & Confidentiality
• Time Management & Prioritization
• Adaptability & Problem Solving
• Collaboration & Team Support
• Commitment to CASA’s mission and advocacy for children and families

MINIMUM QUALIFICATIONS: A high school diploma is required, with an associate or bachelor’s degree preferred. The ideal candidate will have a minimum of two years of experience supporting executive leadership, boards, or nonprofit administration is preferred, with demonstrated ability to manage multiple priorities in a professional environment. Strong proficiency in Microsoft Office is required, along with the ability to learn and navigate new systems efficiently. Experience supporting executive leadership or board operations is preferred, as is familiarity with data entry or CRM systems related to donor, grant, or program tracking.

DISCLAIMER: This position description is intended to describe the general nature and level of work performed by an employee in this role. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. CASA of Johnson & Wyandotte Counties reserves the right to modify this position description at any time based on organizational needs.