Administrative Coordinator

GBU Life; Pittsburgh (Allegheny County); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Medical

Dental Vision

HRA

401(k) + match

Paid FMLA

Pension Plan

Life Insurance & AD&D

PTO

Volunteer Time Off

Job summary

GBU Life is seeking a detail-oriented contractor to provide administrative, financial processing, and data management support for its Member and Community Engagement (MCE) Operations Hub. The role supports member benefits, community engagement, and philanthropic initiatives through accurate processing, recordkeeping, correspondence, and day-to-day administration.

The ideal candidate has bookkeeping experience and strong organizational and business-writing skills, with confidence using financial

Qualifications

• Degree preferred in communications, nonprofit management, or related field, or equivalent experience.
• Experience in bookkeeping, financial processing, and data entry.
• Strong written communication and attention to detail in financial tasks.
• Proficiency with MS Word, Excel, Outlook; ability to learn new systems.
• Ability to handle confidential information and follow procedures.

Responsibilities

• Prepare and enter financial transactions in Oracle and verify documentation.
• Maintain donation, sponsorship, and payment records with accuracy.
• Draft professional correspondence and process routine payments.
• Enter member data in LifePro and update reporting information in Access.
• Produce routine reports, data extracts, and summaries.
• Protect confidential information per company policy and procedures.
• Provide general admin, bookkeeping, and data management support to the MCE Operations Hub.

Skills

Bookkeeping experience

Attention to detail

Written communication

Organizational skills

Confidential information handling

Dependable

Teamwork / collaboration

Education

Associate or Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

LifePro

Oracle

Microsoft Access

Job description

Job Summary

GBU Life is seeking a detail-oriented, dependable contractor to provide administrative, financial processing, and data management support for its Member and Community Engagement (MCE) Operations Hub.

This position supports GBU's member benefits and programs, community engagement activities, and philanthropic initiatives through accurate transaction processing, recordkeeping, correspondence, and day-to-day administrative services.

The ideal candidate brings bookkeeping experience, strong organizational and business writing skills, and confidence working with financial and database systems. Experience with Oracle, Microsoft Access, or LifePro is helpful, but the ability to learn new systems, follow established procedures, and maintain accurate records is most important.

DUTIES AND RESPONSIBILITIES

Financial and Donation Processing

• Prepare and enter check requests, payment requests, reimbursements, and related transactions in Oracle.
• Verify that payment requests include appropriate documentation and required approvals before submission.
• Receive, record, and prepare incoming donation checks for processing in accordance with established financial procedures.
• Maintain accurate donation, sponsorship, reimbursement, and payment records.
• Prepare donation acknowledgment letters, receipts, and routine payment correspondence.
• Assist with reconciling transaction records, identifying discrepancies, and following up on outstanding payments or documentation.
• Coordinate with Finance and Accounting to resolve routine processing questions.

Member Records and Data Management

• Enter new Social Members and maintain applicable membership records in LifePro.
• Enter, update, and maintain reporting information in Microsoft Access and other approved systems.
• Maintain accurate records for member benefits, programs, community activities, and philanthropic initiatives.
• Update participant lists, contact information, and program tracking records.
• Review records for completeness, accuracy, and consistency.
• Assist with preparing routine reports, summaries, and data extracts.
• Protect confidential member, donor, and financial information in accordance with GBU procedures.

Correspondence, Mail and Office Administration

• Draft, prepare, proofread, and distribute professional letters, emails, notices, and other routine correspondence.
• Prepare and mail donation acknowledgments, member letters, program notifications, and related materials.
• Receive, sort, log when required, and distribute incoming mail to appropriate staff and departments.
• Prepare outgoing mail, including correspondence, forms, checks, and program materials.
• Track returned mail, incomplete correspondence, and items requiring followup.
• Maintain organized electronic and physical files, including scanning, document management, and record retention.
• Monitor assigned administrative requests and complete them within established timelines.

Program and Operations Hub Support

• Provide administrative support for member benefits, community initiatives, Foundation programs, and other MCE activities.
• Process program registrations, applications, forms, and participant documentation.
• Support scholarship, grant, sponsorship, and charitable program administration, including record updates, correspondence, and payment documentation.
• Track outstanding forms, deadlines, payment requests, and routine followup items.
• Prepare participant lists, meeting materials, and administrative documentation for programs and events.
• Identify incomplete requests, processing errors, or workflow issues and bring them to the Operations Hub Manager's attention.
• Assist with other recurring administrative, bookkeeping, and data management responsibilities as assigned.

Properly Adheres to Company Risk Management Principles:

• Adhering and supporting GBU’s Enterprise Risk Management Framework
• Understanding and complying with applicable laws, regulations, policies and procedures; completing all required training; executing and monitoring controls effectively (as applicable); appropriately identifying, assessing, escalating and remediating risks, potential issues and control failures (as applicable); and reporting compliance or regulatory concerns to management.
• Understanding and conducting oneself in accordance with the Employee Handbook and preserving GBU’s brand and reputation.

QUALIFICATIONS

• Associate's or bachelor's degree in communications, community engagement, nonprofit management, public relations, business administration, or a related field preferred; equivalent relevant experience may be considered.
• Experience in bookkeeping, accounts payable, financial processing, administrative support, or a related field.
• Strong attention to detail and demonstrated accuracy in financial transactions and data entry.
• Excellent written communication skills, including the ability to draft and proofread professional business correspondence.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Experience working with financial software, databases, or administrative recordkeeping systems.
• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Ability to handle confidential information responsibly and follow established procedures.
• Dependable, collaborative, and comfortable working in a serviceoriented environment.

PREFERRED QUALIFICATIONS

• Experience with Oracle financial or accounts payable systems.
• Experience with Microsoft Access databases.
• Experience in nonprofit administration, donation processing, membership organizations, or insurance operations.
• Familiarity with LifePro or a similar membership or insurance administration system. LifePro experience is not required; training will be provided.

OUR BENEFITS

• Medical, Dental Vision
• Company paid HRA
• 401(k) + match
• Paid FMLA
• Pension Plan
• Life Insurance & AD&D
• PTO and VTO (Volunteer Time Off)