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Administrative Coordinator

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Published 25 days ago

CCEJ seeks a seasoned person that is values-driven, adaptive, self-directed, and passionate about providing individuals, teams, and organizations with the highest quality of services, to join our team as an Administrative Coordinator. Reporting to the Director of Development and Operations, the Administrative Coordinator is responsible for day-to-day bookkeeping, donor acknowledgement, file and archive coordination, IT and office administration, as well as logistics and planning for certain special events. The position requires working collaboratively with all staff to ensure responsive and smooth office and event operations, and will also participate in engaging donors to support CCEJ’s mission. The ideal candidate has a working knowledge of nonprofit accounting and finance, fund development, office administration and event coordination.


This is a full-time exempt position that will combine in-office and remote work during the ongoing COVID-19 pandemic.  


If you were the Administrative Coordinator right now, you would potentially be:

  • Providing behind-the-scenes tech support for an online diversity & inclusion conference
  • Using the donor database to create a mailing & stewardship list for an upcoming fundraising appeal
  • Conducting fiscal year closeout bookkeeping activities in preparation for the annual audit
  • Identifying technology purchases to enhance CCEJ’s ability to conduct remote trainings and programs

RESPONSIBILITIES INCLUDE:

Bookkeeping

  • Create financial transactions and reports and post information to QuickBooks including invoices to customers, cash receipts, and supplier invoices.
  • Record cash receipts and make bank deposits
  • Pay invoices in a timely manner, taking reasonable discounts where possible
  • Pay any debt as it comes due for payment and monitor debt levels and compliance
  • Ensure that accounts receivable are collected promptly
  • Assemble information for external auditors for the annual audit
  • Maintain an orderly accounting filing system
  • Process cash, credit card, stock and other donations and ensure they are accurately acknowledged in a timely manner


Office Administration/Operations/Technology

  • Coordinates maintenance of phones, copiers and printers and computer/information systems
  • Coordinates with CCEJ’s IT Vendor to ensure that all IT systems and equipment are up-to-date and in working order
  • Coordinates the “CCEJ Store”, including managing inventory, communicating with customers, and shipping orders.
  • Conducts administrative filing and archiving
  • Orders and maintains administrative and program supplies
  • Works with all staff to maintain good organization and cleanliness of office space
  • Develops and manages system for staff use of communal office space
  • Answers phones and checks mail as requested


Fund Development & Special Events

  • Contributes to the creation of fund development and communications strategy and calendar
  • Coordinates mailed annual fundraising appeals
  • Leads the planning and execution of certain special events, including committee management, development of timelines and logistics, design of marketing materials, vendor communications, equipment rental, and other related tasks.
  • Maintain CCEJ’s supporter database (E-Tapestry) with accuracy and integrity, including campaign tracking, updating donor profiles, entering gifts, pledges and staff notes
  • Contributes to content for website, social media, e-newsletters, annual report, brochures, direct mail appeals, and specialty publications


Preferred Qualifications

  • At least three years of related work experience and/or equivalent education
  • Knowledge of nonprofit accounting processes and familiarity with Quickbooks Online
  • Comfort with using a range of computer software and donor database/CRM programs; if unfamiliar with a platform, ready to be trained (Microsoft Suite, Google Suite, Adobe Acrobat, Zoom, Wordpress, eTapestry and Constant Contact)
  • Excellent interpersonal and telephone skills; patient and adaptable when responding to staff and stakeholder needs
  • Exercises good judgment in handling confidential and sensitive information
  • Highly organized, proactive and detail-oriented, with the ability to effectively and efficiently manage deadlines and multiple tasks
  • Strong ability to be self-motivated in executing work responsibilities
  • At least 2 years of experience working or volunteering in a social justice field with intersectional lens of power and liberation
  • Demonstrated experience working in a respectful and collaborative manner with marginalized communities targeted by the systemic inequities, such as People of Color, LGBTQIA+ communities, youth, people with disabilities, religious minorities, and immigrant communities
  • Must have valid California Driver’s License, reliable transportation and proof of insurance

CCEJ seeks a seasoned person that is values-driven, adaptive, self-directed, and passionate about providing individuals, teams, and organizations with the highest quality of services, to join our team as an Administrative Coordinator…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Application Deadline
    October 1, 2021
  • Professional Level
    Professional

Salary

USD 54,000 - USD 56,000

Benefits

Benefits include medical, dental, vision, Life/ADD/LTD insurance, 403b retirement matching and generous vacation, sick and wellness accrual, as well as funded professional development. 

Benefits include medical, dental, vision, Life/ADD/LTD insurance, 403b retirement matching and generous vacation, sick and wellness accrual, as well as funded professional…

Location

Temporarily Remote
Work must be performed in or near Long Beach, CA
Associated Location
Long Beach, CA, USA

How to Apply

Please email your resume and responses to the below questions with the subject line “Administrative Coordinator” to Jessy Needham, Director of Development and Operations, at info@cacej.org. Cover letters are not required. Applications submitted by October 1, 2021 at 5:00pm will be prioritized.  We are unable to respond to direct inquiries about this position (emails, phone calls, etc). Please submit your information following the process. Thank you in advance for your interest.


In no more than 200 words per question, please share your responses to the following:

1. As we emerge out of the COVID-19 pandemic, CCEJ is focused on deepening the alignment of our work. One of the ways we will be activating our commitment to justice is by being more direct about the impact of oppression and values around liberation that guide us.  We are looking for future team members who are excited about joining us in our journey of speaking truth to power in all of our programming.

a. Why is this position the right one for you at this time in CCEJ’s organizational trajectory? 


2. CCEJ is a values-driven organization where we consistently reflect on and seek to activate our core values in decision-making, program delivery, relationships, and other key parts of our organizational culture.

a. What values are central to your work and how do you activate them day-to-day?


3. Working in a nonprofit organization offers the opportunity to directly address structural problems in society that create inequities and strip away people’s human dignity. CCEJ’s pursuit of our mission often requires periods of intensive work to reach our goals.

a. How do you take care of yourself and set healthy boundaries during periods of focused and intensive work?


4. Conflict is an important part of CCEJ’s mission and work. We approach conflict as a healthy and necessary part of relationships between individuals and within communities. We believe that engaging with conflict directly and honestly can serve as a path for change and justice.

a. How do you engage in conflict at work?

b. What are the places you are still growing in?


5. CCEJ provides all staff with regular Thinking & Reflection Days to support staff to take time to reflect, process, think, create, draw, write, or read on topics that expand their capacity to better reach our mission, without the pressure of meetings, email, or other usual parts of work.

a. What would your first Thinking & Reflection Day at CCEJ look like?


Please email your resume and responses to the below questions with the subject line “Administrative Coordinator” to Jessy Needham, Director of Development and Operations, at info…

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