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Admin Coordinator

Posted by
Green Empowerment
|
Portland, OR
New
|
Published 22 days ago

The Administrative Coordinator provides administrative and logistical support across the organization: accounting, operations, programs, fundraising and communications. The coordinator will be involved in many aspects of Green Empowerment (GE)’s operations while working with all staff and many contractors and consultants. The position reports to the Finance and Admin Director and will be the lead for information sharing between GE and its contract accounting firm (Susan Matlack Jones).  As the Human Resources (HR) systems lead, the Admin Coordinator will keep HR data up to date and help the team access and understand HR policies and tools.[1]  The Admin Coordinator will also interface with the Program Team, become expert in the use of GE’s donor database and transactional donor communications, support the engagement team and take the lead organizing meetings and schedules. The position is based in Portland, OR and offers a flexible schedule between 24-32 hour per week. Because of the coordination with overseas consultants and the heavy program concentration in Latin America, Spanish language proficiency is highly desired. The international nature of GE’s work also requires that staff be open to flexible work hours to occasionally accommodate other time zones.

 

Responsibilities include:

 

Financial, HR and Administrative

●    Management of Human Resource platform and its functions:

o  Maintain HR records: safeguard and input confidential and non-confidential employee information into Bamboo HR, assisting employees in maintenance of personnel, payroll, and job-related data.

o  Payroll: Update and monitor staff timesheets for PTO tracking and cost allocation; submit payroll via Bamboo/TRAX platforms; monitor reports to ensure accuracy of payments.

o  Recruitment and on-boarding activities: assist in posting of job openings; work with chosen applicant to obtain required employment identification/documents; schedule and conduct onboarding processes; work with hiring managers to ensure the smooth orientation of new staff.

 

●    Finance/Accounting:

o  Create, receive, code, match, balance, and audit vendor payments, reimbursement requests, purchases, donations and other transactions;

o  Upload monthly financial transaction documentation required by the accounting firm;

o  Verify accuracy of information and research discrepancies in monthly financial reports;

o  Utilize online banking to prepare wire transfers and retrieve bank account and credit card statements.

 

● Fundraising Support:

o  Enter donation information, send donor acknowledgments and maintain integrity of information in donor database;

o  Support the Engagement Team by becoming well-versed in the donor database functionality including database interface with GE website and utilization of templates and reporting tools;

o  Validate integrity of donation activity by assisting the Financial and Admin Director with monthly reconciliation of the database with financial statements.

 

Program Support

●    Coordinate and schedule regular regional team meetings, staff meetings and other periodic or ad hoc requirements such as recording minutes of these meetings;

●    Support communication and meetings with organizations sponsoring interns or volunteers and support them once engaged with GE;

●    Contribute to GE internal financial and program planning: organize contract initiation, modifications and renewals; prepare subaward notifications, agreements, and modifications; assist in grant tracking via automated tools;

●    Support communications, marketing and engagement efforts (including virtual and in-person events).

 

Operations and IT Support

●    Assist with mailings of promotional material and donor correspondence including servicing of GE PO Box;

●    Maintain inventory of office supplies and satisfy periodic purchase requests;

●    Serve as focal point for GSuite user needs such as creating email accounts and managing access;

●    Obtain and monitor software application licensing and hardware inventory;

●    Provide technical support for field staff as needed;

●    Support external webinars and online presentations, as needed.

 

Qualifications

●   Bachelor’s degree or significant professional experience of related duties;

●   Practical experience with bookkeeping, accounting systems and database management highly desired;

●   Detail-orientation with a demonstrated ability to work independently and problem solve;

●   Proficient with Microsoft Office Suite, Google cloud tools, database administration;

●   Strong team orientation and enthusiasm for exceeding expectations;

●   Highly organized and efficient with ability to successfully multitask and respond to multiple requests;

●   Must share the values and support the mission of Green Empowerment; exhibit and promote cross-cultural sensitivity and fully engage in understanding the international development and renewable energy aspects of GE programs;

●   Spanish language proficiency strongly preferred.

 

Compensation and Benefits

●    This is a salaried position based on a pay rate of $17.25-$19/hr. depending on the incumbent’s qualifications and schedule.

●    GE provides health insurance, paid-time off and retirement matching.

 

GE provides equal employment opportunity to all qualified employees and applicants without unlawful regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veterans status, marital status, or any other status protected by applicable federal, Oregon, or local law.

we should focus on HR systems, not HR focal point.

The Administrative Coordinator provides administrative and logistical support across the organization: accounting, operations, programs, fundraising and communications. The coordinator will be involved in many aspects of Green…

Details at a Glance

  • Time Commitment
    Part Time Schedule
  • Start Date
    August 2, 2021
  • Application Deadline
    July 30, 2021
  • Education
    High School Diploma Required
  • Professional Level
    Professional

Salary

Hourly rate of $17.25 to $19.00 depending on experience and schedule.

Benefits

 GE provides health insurance, paid-time off and retirement matching.

 GE provides health insurance, paid-time off and retirement matching.

Level of Language Proficiency

Spanish language speaking , reading and writing highly preferred

Spanish language speaking , reading and writing highly preferred

Location

On-site
140 SW Yamhill St, Portland, OR 97204, USA

How to Apply

Please apply on the Green Empowerment website with a resume and cover lettering describing how your skills and experience match our job requirements.

Please apply on the Green Empowerment website with a resume and cover lettering describing how your skills and experience match our job requirements.

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