Data & Administrative Coordinator

SAADA is seeking a Data & Administrative Coordinator to support our organization’s continued success as a national leader in community storytelling. SAADA is building toward $1M in annual individual giving over five years, and this role is central to the infrastructure that makes it possible.

About the Role

You will use your strong data, administrative, and organizational skills to carry out various functions that support SAADA’s operational, financial, and programmatic goals, including donor and membership processing, maintaining accurate records in our CRM, monthly expense reconciliation, managing grant budgets, and more. This role requires high attention to detail, critical thinking skills, and comfort working with spreadsheets and databases. You will report to SAADA’s Deputy Director and also work closely with SAADA’s Executive Director.

Who We Are

SAADA is the leading source for South Asian American history. Our archive, storytelling projects, exhibits, artistic partnerships, walking tours, lesson plans, and books reflect a community of more than 6.1 million individuals and over 250 years of history. Learn more about our work on our website at saada.org.

Role & Responsibilities

The Data & Administrative Coordinator works across organizational functions under the supervision and mentorship of SAADA’s Deputy Director. Here are some examples of the responsibilities that the role includes:

Individual Giving & Membership

• Process incoming gifts and memberships, ensuring accurate and timely entry into Salesforce.
• Generate and send donor acknowledgments and tax receipts.
• Manage the membership renewal cycle, including tracking expiration dates, preparing renewal notices, and flagging lapsed members for follow-up.
• Maintain accurate donor records in Salesforce, including giving history, contact preferences, and relationship notes, so the Executive Director can act on timely information.
• Track cultivation activity for mid-level donors in Salesforce, ensuring next steps and outreach dates are logged and surfaced ahead of deadlines.
• Prepare monthly fundraising reports on revenue to date, renewal rates, new member acquisition, and pipeline status.
• Conduct basic prospect research to support the Executive Director's donor outreach and portfolio development.
• Support logistics for donor cultivation, including list preparation, mailings, and follow-up tracking.

Finance

• Manage confidential financial information, maintaining accurate and up-to-date records of organizational and project-specific expenses.
• Process invoices, reimbursements, and vendor payments, and support the creation of basic financial reports.
• Track program expenses tied to grant-funded projects, ensuring spending aligns with grant budgets and reporting requirements.
• Review expenses on a regular basis to ensure alignment with accounting practices and standards.

Grant Administration

• Support grant compliance by maintaining organized documentation of expenses, proof of payment, and reporting deadlines.
• Assist with preparing expense summaries and backup materials for grant reports.
• Coordinate with staff to ensure grant-related recordkeeping is timely and accurate.

Contracts & Vendor Management

• Coordinate the execution of agreements with contractors, advisors, and vendors, ensuring compliance with organizational policies and procedures.

General Support

• Schedule meetings, appointments, and events, including coordinating calendars and arranging logistics.
• Facilitate travel arrangements for staff and guests attending project-related meetings and events, including booking accommodations and transportation.
• Maintain system folders and electronic files, ensuring documents are organized and accessible to relevant stakeholders.
• Provide general administrative support as needed for the office.
• Support SAADA programs and events, and other responsibilities, as assigned.

Your Background & Skills Set

• Minimum 3-5 years of administrative support experience, ideally including financial or grant-related recordkeeping.
• Comfort working with budgets, spreadsheets, and financial data.
• Experience with CRM or database systems (such as Salesforce) strongly preferred.
• Interest in fundraising and donor relations; experience with gift processing or membership programs is a plus.
• Commitment to confidentiality, an ability to exercise discretion, and a high level of professionalism.
• Top-notch organizational skills; if your books are in alphabetical order, your notes are color-coded, and you find to-do lists energizing, we want to talk to you! There's much to keep track of in this role, and nothing can fall through the cracks.
• Strong communication skills, both written and verbal.
• Attention to detail and accuracy in all work tasks.
• Excitement to learn and ability to receive and implement constructive feedback.
• Proficiency with Google Suite (Google Sheets, Google Docs) and Microsoft Office Suite (Word, Excel, Powerpoint).
• Ability to work as part of a team and independently.
• Flexibility and adaptability to changing priorities and deadlines.

SAADA is an equal opportunity employer.

• 100% medical, dental, and vision coverage for employees
• Fully covered short-term disability, long-term disability, and life insurance policies
• 3% retirement matching through our SIMPLE IRA program
• Paid vacation, personal, and sick days