Administrative Coordinator

Sheffield, MA
Application Deadline: 
Friday, September 30, 2022
Employment Type: 
Job Type: 

Position Overview

The Administrative Coordinator supports office operations and processes transactions.  This role oversees the Foundation’s reception area, welcomes visitors, answers questions and manages mail and supplies for the office.  As part of the Operations team, the Administrative Coordinator processes transactions, maintains our database and helps improve processes.   The ideal candidate brings a strong attention to detail, is flexible to accommodate visitors and staff, and comfortable adjusting to changes in routine.  In return, this position provides competitive pay and benefits and an opportunity to build knowledge and skills in philanthropy, program development, and database operations.  The Administrative Coordinator reports to the Controller and the Technical Operations Manager.

Position Outcomes

The successful Administrative Coordinator will provide:

  • A polite greeting to all visitors and callers, and a friendly response to visitors, constituents and staff to provide information, office, or meeting resources
  • Reliable coordination and oversight of common spaces, office mail, supplies, equipment and building maintenance
  • Efficient and accurate processing of profiles, grants, gifts, and other data base transactions
  • Reports to meet staff, communication and constituent needs
  • Proactive collaboration with other staff to improve the Foundation’s processes and procedures

Key Responsibilities – Administrative Coordination (50%) –to include but not be limited to:


  • Answer main telephone and direct calls and messages to the appropriate staff member
  • Welcome visitors and refer them to the appropriate staff person or meeting room

Office Management

  • Manage conference rooms, public areas, and office supply inventory
  • Process incoming and outgoing mail and faxes daily
  • Coordinate and communicate with office equipment and building vendors

Key Responsibilities – Operations Team (50%) –to include but not be limited to:

Weekly transaction processing

  • Process transactions: gifts, grants and scholarships, profiles, funds, campaigns, and opportunities.
  • Edit and process correspondence or fundholder requests

Maintain Foundation database and reporting

  • Create and update constituent records; record gift, grant and scholarship transactions, committee records, and more
  • Create and maintain database reports for staff, mailings and constituents.

Contribute to Process Improvements

  • Collaborate with other staff to document and improve processes


The successful candidate will demonstrate the following traits and skills:       


  • Team player: collaborative, supportive, respectful, helpful, polite, and a sense of humor
  • Action-oriented and proactive problem solver
  • Strong attention to detail and accuracy
  • Comfortable managing multiple priorities and deadlines in a fast-paced environment


  • Great customer service, and verbal and written communication skills
  • Proficient with Microsoft Office products -Outlook, Teams, Word, Excel, PowerPoint
  • Experience with CRM databases preferred

BA/BS degree preferred (AA degree with professional experience will be considered)

How to Apply

Please submit resume and cover letter to Brenda Trierweiler at