Administrative Coordinator

Omaha Community Foundation; Omaha (NE); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Occasional work-from-home flexibility

Job summary

The Administrative Coordinator at Omaha Community Foundation will support daily operations across departments, greet visitors, manage correspondence, and maintain data in Foundation software and CRM systems. You will partner with staff, fundholders, vendors, and community stakeholders to resolve issues and keep business processes running smoothly.

This role requires strong organization, excellent communication, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• Minimum 2 years of customer service, administrative support, office coordination or related experience.
• Intermediate proficiency in Microsoft Office Suite (e.g. Excel, Outlook, Word), and experience learning and effectively using business software and database systems.
• Experience maintaining accurate records and working within CRM, database, or case management systems.
• Strong interpersonal, written, and verbal communication skills with the ability to build positive relationships.
• Ability to manage multiple priorities, meet deadlines, solve problems proactively, and follow through on commitments in a fast-paced environment.
• Strong organizational skills, attention to detail, and a self-directed approach to work.
• Ability to exercise sound judgment and handle sensitive information with professionalism, discretion, and confidentiality.

Responsibilities

• Greet and assist visitors, manage incoming and outgoing correspondence, and serve as the primary or backup contact for incoming calls.
• Use Foundation software and database systems to enter and maintain data, generate reports, maintain records, and provide system support and troubleshooting assistance to fundholders.
• Serve as a primary point of contact for administrative, operational, and facilities-related inquiries. Respond to requests, coordinate maintenance and service needs, and work with vendors, building contacts, and internal staff to resolve issues.
• Provide administrative support across assigned departments, including preparing correspondence, reports, presentations, board books, meeting materials, and other business documents. Track requests, projects, and administrative processes to ensure timely completion and follow-through.
• Coordinate calendars, meetings, travel, and related logistics for departmental leaders. Prepare agendas and supporting materials, take meeting notes, and complete follow-up actions as needed.
• Coordinate logistics for internal and external meetings, trainings, and events, including venue arrangements, room reservations, vendor coordination, catering, materials preparation, and on-site support.
• Manage day-to-day office operations, including office equipment, supplies, business records, management systems, shared workspaces, and conference rooms. Ensure workplace resources are organized, functional, stocked, and ready for use.
• Build and maintain positive working relationships with employees, fundholders, vendors, and community stakeholders while providing a high level of customer service.
• May be required to complete other duties within scope as assigned.

Skills

Customer service

Organization

Communication

Multi-tasking

Documentation

Professional discretion

Problem solving

Attention to detail

Relationship building

Self-directed

Education

High school diploma or equivalent

Tools

Microsoft Office

CRM systems

Job description

Omaha Community Foundation (OCF) believes in investing in the community, but we realize that starts with our staff. You see it in our people, our relationships with each other, and our partnerships within the community. Our passion and commitment to serving the community and each other is key to our organizational culture, engagement, and, ultimately, the Foundation’s success.

The Administrative Coordinator supports the Foundation's daily operations by providing administrative, operational, and customer service support across assigned departments.

This role serves as a key resource for employees, fundholders, vendors, and community stakeholders, helping to coordinate activities, resolve issues, maintain business processes, and ensure work is completed accurately and efficiently. This role is expected to work independently, manage multiple priorities, and exercise sound judgment while contributing to a positive and well-functioning workplace.

Qualifications:

Required:

• High school diploma or equivalent
• Minimum of 2 years of customer service, administrative support, office coordination or related experience requiring strong organization, follow-through, and customer service
• Intermediate proficiency in Microsoft Office Suite (e.g. Excel, Outlook, Word, etc.), and experience learning and effectively using business software and database systems
• Experience maintaining accurate records and working within CRM, database, or case management systems
• Strong interpersonal, written, and verbal communication skills with the ability to build positive relationships and navigate challenging interactions professionally
• Ability to manage multiple priorities, meet deadlines, solve problems proactively, and follow through on commitments in a fast-paced environment
• Strong organizational skills, attention to detail, and a self-directed approach to work
• Ability to exercise sound judgment and handle sensitive information with professionalism, discretion, and confidentiality

Preferred:

• Experience coordinating meetings, events, projects, or activities involving multiple stakeholders
• Bilingual in Spanish and English

*A combination of relevant education and previous experience may be considered in lieu of the defined educational requirements.

Essential Functions:

• Greet and assist visitors, manage incoming and outgoing correspondence, and serve as the primary or backup contact for incoming calls.
• Use Foundation software and database systems to enter and maintain data, generate reports, maintain records, and provide system support and troubleshooting assistance to fundholders.
• Serve as a primary point of contact for administrative, operational, and facilities-related inquiries. Respond to requests, coordinate maintenance and service needs, and work with vendors, building contacts, and internal staff to resolve issues.
• Provide administrative support across assigned departments, including preparing correspondence, reports, presentations, board books, meeting materials, and other business documents. Track requests, projects, and administrative processes to ensure timely completion and follow-through.
• Coordinate calendars, meetings, travel, and related logistics for departmental leaders. Prepare agendas and supporting materials, take meeting notes, and complete follow-up actions as needed.
• Coordinate logistics for internal and external meetings, trainings, and events, including venue arrangements, room reservations, vendor coordination, catering, materials preparation, and on-site support.
• Manage day-to-day office operations, including office equipment, supplies, business records, management systems, shared workspaces, and conference rooms. Ensure workplace resources are organized, functional, stocked, and ready for use.
• Build and maintain positive working relationships with employees, fundholders, vendors, and community stakeholders while providing a high level of customer service.
• May be required to complete other duties within scope as assigned.

This job posting is not intended to be an exhaustive list of responsibilities and may be adjusted as organizational needs evolve.

Environment:

The primary work locationis1120 S. 101stStreetin Omaha, Nebraska. This role is expected to work in the office with the occasional flexibility to work from home, and may travel occasionally locally for meetings, events, and community engagement.

Who is the Omaha Community Foundation?

We are maximizing the power of philanthropy to strengthen our community. Our vision is a connected community of passionate philanthropists, strong nonprofits, and thriving residents. We work to make this vision a reality daily through planning, building strategic partnerships, facilitating meaningful dialogue with all our partners and fundholders, and ensuring we have a lot of fun along the way. We’re committed to these efforts because we believe a stronger community is worth it for everyone.

OCF is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status. Reasonable accommodations are available for individuals with disabilities and for pregnancy‑related needs during the application and interview process. Employment is at‑will and may be terminated by either party at any time, with or without cause or notice. Offers of employment are contingent upon successful completion of a background check.