Administrative Coordinator

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ADMINISTRATIVE COORDINATOR

DESCRIPTION

The Greater Contribution (TGC) is an eleven-year-old nonprofit organization that provides microloans to help poor women in East Africa start small businesses and work their way out of poverty. Since its inception TGC has provided more than 12,000 loans and continues to operate a robust program that includes business training, literacy training and on-going support.

The Administrator role is a part-time position averaging 20 hours per week over a 12-month period for The Greater Contribution. This position carries no supervisory responsibilities within the organization. Most of the work can be performed remotely with the understanding that events take place in the Thousand Oaks, CA area and occasional travel to the TGC office may be required.

DUTIES AND RESPONSIBILITIES

Office Administration

• Prepare bank deposits and mail or deliver to bank in case of cash deposits
• Collaborate with treasurer; prepare bank statements for entry in Quick Books
• Enter or delegate entry of new email addresses in the TGC database
• Compile donations received online or by mail onto master spreadsheet
• Prepare and send thank you letters weekly
• Maintain and send list of new donations for weekly database entry
• Prepare and mail gift cards or email gift acknowledgements weekly
• Purchase office supplies
• Collect mail weekly from P.O. Box
• Write checks and pay bills

• Provide administrative support for President

Marketing

• Coordinate with Communications Team on posting of materials on TGC website
• Prepare, print, organize and distribute marketing materials for use at TGC booth at fairs and community events
• Prepare African jewelry for sale at events: price, bag, arrange for volunteer to sell; maintain jewelry inventory
• Collaborate with communications coordinator on written materials Coordinate production of the annual report with TGC President and the report writer/editor; work with volunteers to print, package and mail 100 annual reports; coordinate with the President for her personal notes to go with each.

General Event Duties

• Together with TGC board representatives, plan, organize and implement various events throughout the year.
• Locate venue for events as needed
• Request insurance coverage as required by venue and provide proof of insurance to venue.
• Assign and coordinate volunteers
• Manage/coordinate Box Office for all events. Maintain registration systems; track sources of ticket/item sales
• Process ticket reservations and changes; add contacts into main database; create summary sheet;
• Process credit card, check and cash payments for fundraising events;
• Make bank deposits
• Reconcile payments made through online event registrations
• Produce/place event signage as needed
• Coordinate program creation and distribution

Fundraising Events That Have Unique Requirements

A Woman’s Worth (once a year)

• Assist in coordinating, together with Silent Auction chair (board member), all elements of silent auction if included in this event

• Create and maintain silent auction database
• Create/print/prepare silent auction bid sheets
• Recruit and manage event-day volunteers
• Develop and manage patron check-in and bidding system
• Manage check-out and payment system

Black Tie No-Show (BTNS) Dinner (once a year)

• Collaborate invitation creation with President and writer
• Locate and engage graphic designer
• Locate printer and coordinate printing, payment, and pick up of invitations
• Locate facility in which to hold "mailing parties"
• Send notifications to BTNS invitation "senders" regarding mailing process
• Track names of senders attending mailing parties, which party they’ll attend, number of invitations needed for each, receipt of mailing list; compile mailing lists from senders and enter into master list
• Compile, package and send invitations and instructions to senders who cannot attend mailing parties
• Coordinate with the Board of Directors to recruit new senders

Partners in Prosperity (PIPs)

• Coordinate with Donor Relations Committee
• Advise Donor Relations Committee of lapsed donors or credit card failures
• Keep Master PIP list up to date
• Coordinate events for Donor Relations Committee

Board of Directors

• Reserve meeting room for monthly Board meetings and arrange for larger meeting room as needed

New Volunteers/New Projects:

• Recruit new volunteers as needed utilizing Volunteer Match.org and Idealist.org
• Work with new volunteers to orient them and integrate them into the organization

Skills Required

Ideal candidate will be a self-starter requiring minimal supervision with a strong interest in working to support the mission of The Greater Contribution. Excellent interpersonal skills, flexibility and a strong work ethic required. Prior experience in a nonprofit is strongly preferred.

• Proficiency with Microsoft Word and Excel
• Proficiency with QuickBooks online
• Proficiency with Salesforce helpful, not required

Salary

• Admin expected to work at performances and fundraising events
• Salary is between $1,500 to $1,800 a month depending on education and experience
• Details: Annual salary is as a 1099 contract worker, paid monthly

• 4-year college degree

Please provide a resume with education, job experience and references to:

info@greatercontribution.org or

1366 Moorpark Rd. #208
Thousand Oaks, CA
91360