As a key member of a small nonprofit staff, the Administrative Coordinator provides operational support and manages the ongoing administrative functions of the organization. Additional areas of focus include: supporting the administrative functions of the organization’s development and fundraising efforts (including special events), coordinating routine house management functions, and securing vendors and service providers for routine and ongoing maintenance needs.

KEY FUNCTIONS: 

General Administrative: • Provide general administrative support to staff (copying, faxing, etc.). • Manage and route phone calls appropriately. • Assist with preparing and distributing board packets and documents and determining attendance for Board and Committee meetings. • Distribute incoming mail. Forward mail to former Milagro House residents. • Manage and order office supplies as needed. • Organize company documents into filing systems. • Reconcile credit card statements with submitted receipts and submit to accountant. • Manage invoice submission to accounting agency for prompt payment and processing. 

Development/Fundraising Support: • Manage the administrative functions of event planning and coordination. Attend all event planning committee meetings. • Respond to inquiries regarding in-kind donations (via email, phone or in-person). • Arrange appointments for in-kind donation drop offs. Gather donor details (name, address, phone, email). • Manage holiday gift donation process; provide information to individuals and corporations interested in collecting holiday gifts for Milagro House residents. Coordinate drop off and storage of gifts for distribution to residents. • Assist the Director of Funding and Sustainability with donor acknowledgement and gift tracking (in-kind and monetary donations). 

House Management: • Refill household supplies, as needed, on supply shelves and cleaning cabinets. • Sort and store in-kind donations in appropriate storage area in a timely manner. • Coordinate with cleaning vendors contracted to provide routine cleaning services. Be available as point person when vendors are in the building. • Manage routine maintenance requests (lightbulb replacement, broken equipment, etc.) and coordinate with volunteer handyman to take care of any needs/issues. • Contact and schedule outside repair/maintenance services as needed. Be available as point person for maintenance appointments. • Maintain annual calendar of required inspections; schedule appointments to ensure compliance. Be available as point person for inspections. 

PERSONAL AND PROFESSIONAL QUALITIES: • Self-starter, creative thinker, able to think on their feet. • Excellent verbal and written communication. • Demonstrate attention to detail. • Possess strong problem-solving abilities. • Demonstrate decisiveness and good judgment. • Exhibit exceptional organization and time management skills with the ability to manage multiple tasks and/or multiple projects at once. • Ability to set realistic deadlines and track progress. • Comfortable working as part of a small non-profit team. • Familiarity and experience working with a diverse demographic. Knowledge of the unique challenges faced by women and children facing poverty and homelessness is a plus. • Have (or be able to successfully obtain) child abuse clearances and criminal background checks. 

BENEFITS: Milagro House offers a comprehensive benefits package including generous vacation, personal and sick time; medical, dental, vision, short- and long-term disability; life insurance; and the opportunity to participate in a 403(b) retirement plan. 

APPLICATION INSTRUCTIONS: Please email resume and cover letter to: Christina Duncan, Executive Director: chris@milagrohouse.org Milagro House is an Equal Opportunity Employer.

Salary

Based on Experience

Certifications

Minimum: H.S. Diploma / Preferred: Related Post-Secondary Credential, Associates or BA.

Job Link

https://drive.google.com/file/d/1piSVRrl64gWoS6se8589oZc7nonckMpT/view?usp=sharing