Administrative Coordinator

About Us

Lutheran Settlement House is part of a movement rooted in radical compassion and focused on making lasting, meaningful change in people’s lives and in our community. The voices of our clients guide our work, telling us what supports they need and what needs to change in our city. Our staff shares deeply held values that make us a welcoming, responsive, and reliable safe haven for some of Philadelphia’s most vulnerable populations. We accompany our clients in times of crisis, we are catalysts for building community, and we joyfully celebrate the strength of those we serve.

Scope of the Position

Lutheran Settlement House seeks a highly organized, detail-oriented, and collaborative Administrative Coordinator to provide administrative support to the Executive Director, Deputy Executive Director, and Development Department. This position plays a critical role in ensuring effective board relations, coordinating meetings and schedules, supporting fundraising and grants management activities, and assisting with administrative functions related to the organization's capital campaign. The Administrative Coordinator will also help foster a positive workplace culture by coordinating all-staff meetings, staff appreciation events, and employee recognition activities. The ideal candidate is proactive, professional, and committed to supporting the mission and values of Lutheran Settlement House.

Primary Responsibilities

Executive Director and Board Support

• Manage the Executive Director’s calendar, scheduling meetings, appointments, and organizational events.
• Coordinate logistics for Board of Directors and committee meetings, including scheduling, meeting notices, agenda preparation, distribution of materials, and meeting follow-up activities.
• Maintain board records, contact information, and governance documents.
• Assist with board communications and support board member engagement activities.

Development and Capital Campaign Support

• Provide administrative support to the Development Department.
• Assist with grants management activities, including creating application templates, tracking deadlines, maintaining grant files, gathering documentation, monitoring reporting schedules, and scheduling grant meetings and taking meeting notes.
• Maintain accurate donor, grant, and fundraising records in organizational databases and files.
• Support administrative functions related to the organization's capital campaign, including scheduling meetings, maintaining records, preparing materials, and coordinating communications.
• Assist with grant and donor acknowledgment letters, donor mailings, and fundraising event logistics, as needed.
• Support preparation of development reports and fundraising materials.

Staff Engagement and Organizational Support

• Coordinate logistics for all-staff meetings, including scheduling, room setup, communications, materials preparation, and refreshments, as appropriate.
• Assist with planning and implementing staff appreciation and staff wellness events.
• Coordinate employee recognition initiatives, including milestone celebrations, awards, and acknowledgments.
• Support organizational events and special projects, as assigned.
• Help maintain a welcoming and professional office environment.

General Administrative Support

• Complete Executive Director and Deputy Executive Director bi-weekly timesheets.
• Maintain confidentiality regarding sensitive organizational, personnel, donor, and board information.
• Perform data entry, recordkeeping, and routine office administrative tasks.
• Provide additional administrative support to leadership and departments as needed.

Qualifications

Required

• Demonstrated experience managing calendars, scheduling meetings, and coordinating projects.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and virtual meeting platforms, like Teams and Zoom.
• Ability to manage multiple priorities and meet deadlines.
• Ability to handle confidential information with discretion.

Preferred

• Experience supporting executive leadership, boards of directors, or nonprofit organizations.
• Experience with grants management, fundraising databases, or donor management systems.
• Familiarity with capital campaign administration or fundraising activities.
• Experience planning meetings, employee events, or organizational celebrations.

Core Competencies

• Organization and time management
• Attention to detail
• Professionalism and discretion
• Initiative and problem-solving
• Relationship building and customer service
• Collaboration and teamwork
• Adaptability and flexibility

Physical Requirements

• Ability to remain seated and work at a computer for extended periods.
• Ability to occasionally lift and carry materials weighing up to 20 pounds.
• Ability to attend on-site meetings and events.

LSH is committed to creating an inclusive experience for all and we firmly believe that we serve our communities best when everyone feels free to be their most authentic self.

We value diversity and are committed to promoting it! We are an equal opportunity employer and applicants from diverse backgrounds are strongly encouraged to apply.

Benefits include:

• Our benefits include low-cost medical, free dental and vision insurance, as well as agency-funded life and disability insurance.
• We offer 8-week paid parental leave for staff (eligible after one year of service) who give birth, adopt, or foster a new child in their home.
• Our paid time off package includes an annual 3-4 weeks of vacation, 12 days of paid sick time, and 5 personal days to use at your discretion.
• We observe 16 organization-wide holidays, and an early close on Fridays during the Summer.
• Our 401k retirement savings program offers a 1% match, and we offer pre-tax flexible spending accounts for health, travel, and dependent care.
• We value growth and learning and offer training and conference participation whenever possible. We value the voices of our staff, and we offer mini grants for staff to pilot new ideas in their work.
• We offer flexibility for classes, internship possibilities within our organization, and the availability for social work licensure supervision.
• We understand that employees are people first and foremost and are committed to an overall supportive and flexible organizational culture.
• Our work is critical, but we know it’s not easy, so we aim to infuse joy wherever possible. Whether we are offering free yoga and exercise classes, ending all-staff meetings with Karaoke or Bingo, or committing steadfast to a snack-based meeting culture – we aim to balance the weight of our work with laughter and levity as often as we can.

English

Proficient in English (reading/writing/verbal communication), Bilingual English and Spanish preferred. Bilingual hires compensated commensurately.