Administrative Coordinator

SUMMARY

USA for UNHCR is seeking a highly motivated, organized, and experienced Administrative Coordinator to provide administrative and project support to the Integrated Partnerships and Private Philanthropy teams. The Administrative Coordinator will be responsible for database management including gift and donor data entry, donor acknowledgements, and mailing production. The Administrative Coordinator will play a vital role in supporting both teams with various defined administrative tasks and project support, while collaborating closely with a diverse and talented team of professional leaders.

The ideal candidate will have exceptional organizational and project management skills, strong attention to detail, and the ability to multitask and problem-solve in a fast-paced environment. Excellent communication and interpersonal skills are also essential for effectively collaborating with team members, vendors and providing limited support to partners and donors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist teams in drafting correspondence and sending acknowledgements, mailings, documents, and reports for partners and donors and other administrative tasks as assigned.
• Support teams with Salesforce by entering, uploading, and updating records in accordance with established data standards and procedures.
• Serve as a back-up for routine maintenance of records in Salesforce CRM system and Jira project management system as directed.
• Create and maintain standard operating procedures for administrative functions of both departments
• Assist with invoice processing and support contract approval and documentation under guidance
• Provide administrative support to the Senior Directors, Private Philanthropy/Integrated Partnerships, including calendar management, travel logistics, expense preparation, event support and team communication.
• Schedule, organize and coordinate internal and external meetings, travel arrangements, conferences, and other private philanthropy/partnerships team activities as directed
• Serve as point of contact for some internal stakeholders and external vendors for each team (ie: addressing questions/concerns and providing information), escalating questions or issues as appropriate.
• Collaborate with internal teams to support timely completion of projects including communications approvals.
• Assist team members with process management, workflow development and operationalization. Help streamline and improve team-wide and cross-team processes.
• Conduct research and gather information for various projects and initiatives; track and analyze efforts to inform future strategies.
• Maintain confidentiality and compliance in working with personally identifying information (supporter data) at all times .

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• At least 2 years of experience in providing administrative or development support to teams in non-profit or related setting; Associate’s degree or equivalent required, Bachelor's degree preferred.
• In lieu of education/degree requirements, a successful candidate will: 
• Understand how to collaborate with a variety of different people and roles
• Show strong growth mindset and can learn from setbacks.
• Are comfortable with ambiguity and can break it down as part of a cross-functional team.
• Be willing to confront complex problems head on, without fear of lack of solution. 
• Be relationship-driven, partnership-driven, and adaptable.
• Ability to collaborate and work well with others; can take direction from peers and leadership to accomplish tasks
• Highly organized with administrative experience; ability to prioritize work efficiently and meet deadlines.
• Strong organizational/time management skills and ability to multitask
• Demonstrates a high degree of customer service to internal and external stakeholders; desire to collaborate and help solve problems
• Strong active listening and interpersonal skills; ability to effectively communicate verbally and in writing
• Proficiency in Microsoft Office Suite, calendar management systems, and virtual collaboration platforms
• Experience with fundraising CRMs and project management tools, preferably Salesforce NPSP and Salesforce Service Cloud a plus, Jira and Confluence a plus.
• Strong detail orientation and accuracy in all aspects of the job.
• Strong critical thinking skills with the ability to analyze circumstances, evaluate outcomes and make sound decisions
• Demonstrates passion, and the willingness to go the extra mile
• Demonstrates a passion for USA for UNHCR’s mission previous academic work, extra-curricular or civic society membership, and/or personal and professional experience

WORK LOCATION

Hybrid + Washington, DC + May also involve travel to some locations within the company’s region of operations.

COMPENSATION

$33.09 - $38.88 per hour, based on a 35-hour work week.

APPLICATION DEADLINE

Please apply immediately or by February 6, 2026.

WHY YOU'LL WORKING HERE

We're proud to be consistently recognized as a Great Place to Work, a reflection of our deep commitment to employee well-being, growth, and purpose. Our benefits are designed to support your whole life, not just your work life. While specific offerings may evolve over time, highlights currently include:

• Comprehensive health coverage, including employer-paid employee medical options (traditional and HSA plans)
• Flexible savings accounts, including FSA and HSA
• Industry-leading 401(k) match
• Lifestyle Spending Account to support your wellness
• Mental and financial wellness resources
• Paid time off, including a paid winter break and sabbatical leave at key milestones
• Volunteer Time-Off to support your community engagement
• Professional development support
• Access to tools like Headspace for mindfulness and mental health

Please note: Benefits are reviewed regularly and subject to change.

DISABILITY SPECIFICATIONS

USA for UNHCR will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

USA for UNHCR is an Equal Opportunity Employer. Refugees and all other protected classes are encouraged to apply.