Administrative Coordinator

Job Type

Full-time

Description

About Pennsylvania Voice: Established in 2010, Pennsylvania Voice is the 501(c)3 table for more than 55 state and local-based organizations, working year-round to create a more accessible, inclusive, and representative democracy by amplifying the voices, leadership, and expertise of communities that have historically experienced deliberate barriers to civic participation. Our partnership is grounded in the belief that a fair and just society will be achieved through collective power; that democracy requires full participation and equitable representation; and that the pathway to power in the Commonwealth of Pennsylvania must include Black, Indigenous, Latinx, and AAPI communities.

Together, we win shared policy and civic engagement victories to build long-term power.

A team of experienced organizers and strategists staff Pennsylvania Voice. We coordinate, support, convene, and co-create with a diverse community of statewide and local leaders, each representing distinct organizations, around three program areas:

• Civic Engagement: Year-round integrated voter engagement campaigns that increase voting, voter registration, and participation in civic life among all Pennsylvanians and specifically Black, Indigenous, and communities of color.
• Voting Rights and Access: Modernizing elections to make voting more convenient and fully accessible to all.
• Reflective Democracy: Investment in community leadership and governance that is accountable to community interests and needs.

An explicit commitment to racial equity frames our partnership, our programs, and our culture.

Position Summary: Pennsylvania Voice seeks a proactive and detail-oriented Administrative Coordinator to provide essential support to the Executive Director (ED), Chief of Staff (CoS), and organization-wide initiatives. The Administrative Coordinator will play a pivotal role in ensuring the smooth operation of organizational processes, managing communications, and supporting special projects. This role requires a high level of organization, time management, and adaptability. The Administrative Coordinator will report to the Chief of Staff and will divide their time across three key areas: Executive Director Support (40%), Chief of Staff Support (40%), and Organization Administration (20%).

Central Responsibilities of the Administrative Coordinator:

Executive Director Support (40%):

• Manage scheduling, calendar coordination, and travel logistics for the ED.
• Take notes during meetings and ensure timely follow-ups on action items.
• Reconcile credit card transactions and classify expenses by program area.
• Act as the primary point of contact for the ED, managing communications when the ED is unavailable.

Chief of Staff Support (40%):

• Assist in implementing and executing special projects led by the Chief of Staff, including organization-wide retreats.
• Support cross-departmental initiatives by ensuring effective coordination and tracking progress.
• Take notes during meetings and compile summaries for team reference.

Organization Administration (20%)

• Schedule and document leadership team and organization-wide meetings.
• Coordinate logistics and take minutes for board meetings.
• Manage office supplies and oversee staff appreciation efforts, such as gifts and cards.
• Provide additional support for general organizational operations as needed.

Qualifications: We are seeking candidates who excel in administrative operations and systems, are organized, excellent problem solvers, and strong project managers. Specifically, the ideal candidate will bring:

• 2-4 years of relevant administrative experience, preferably within nonprofit, philanthropic, or civic settings.
• Strong organizational and time management skills, including proficiency with multitasking and the ability to pivot when priorities change.
• Proficiency in Microsoft Office, with an aptitude for learning new software and related technical skills.
• Demonstrated experience with managing concurrent projects and consistently meeting their deadlines, while also knowing when and how to seek support as needed.
• Ability to work independently and as part of a team.
• Ability to work well under pressure, while maintaining a high level of detail orientation.
• Demonstrated commitment to racial and gender equity.

Compensation and Benefits: Salary range is $65,000-$69,000, dependent on experience. Pennsylvania Voice offers excellent benefits, including full medical and dental coverage, a 401(k) retirement plan, and paid holidays and vacation days.

Location: Candidates must live in or be willing to relocate to Pennsylvania by the start date. While Pennsylvania Voice employees largely work from home, regular in-person engagement with staff and partners across Pennsylvania is required on a regular (at least monthly) basis. Additionally, Pennsylvania Voice holds regular mandatory, in-person events each year. These events are generally held in our office located in Philadelphia, PA, but may be held elsewhere. For travel that falls outside of an employee’s office location, Pennsylvania Voice will cover associated travel costs.

Union: Pennsylvania Voice is a unionized workplace, in a collective bargaining agreement with OPEIU. This position is classified as a non-union role and is not covered under the collective bargaining agreement.

How to Apply: Please submit your resume and a cover letter that speaks to your interest in Pennsylvania Voice and this role, as well as your qualifications for the position. Submit your application materials by clicking the “apply” button below. Please, no phone calls. If reasonable accommodation is needed to participate in the application and interview process, please reach out to us at jobs@pavoice.org.

Deadline: Applications will be accepted until the position is filled, at which time the job announcement will be removed from our website, www.pennsylvaniavoice.org/jobs.

Pennsylvania Voice is an equal opportunity/affirmative action employer. We value a diverse workforce and have an inclusive culture. Pennsylvania Voice encourages women, people of color, persons with disabilities, people with records of arrest or conviction, veterans, and lesbian, gay, bisexual, and transgender individuals to apply. Pennsylvania Voice’s hiring process will comply with Philadelphia’s Fair Criminal Records Screening Standards (“Ban the Box”) ordinance.

Salary Description

$65,000-$69,000