Office Administrator

Scholarship Foundation of St. Joseph County; Elkhart (IN); On-site; USD 35,000 - 50,000; Full time

Job summary

A nonprofit organization is seeking an Operations Coordinator to ensure smooth daily operations. This role involves managing student applications, supporting the Board, and overseeing office management. Ideal candidates will have strong organizational skills, attention to detail, and proficiency in Microsoft Office. This full-time position offers a collaborative environment and opportunities for growth.

Qualifications

• Strong attention to detail and organizational skills.
• Ability to work independently in a self-directed environment.
• Comfortable adapting to new computer and database systems.

Responsibilities

• Manage the student application process and maintain student data.
• Provide administrative support to the Governing Board.
• Oversee office management and coordinate with vendors.

Skills

Organizational skills

Communication skills

Attention to detail

Flexibility

Education

College degree preferred

Tools

Microsoft Office Suite

Access

Job description

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Reports to: Executive Director and President, Board of Directors

Hours: 30 - 35 hours per week

Purpose of Position

We are seeking a highly organized and proactive Operations Coordinator to join our team. In this role, you will play a key part in ensuring the smooth and efficient day-to-day operations of the organization. You will work with the Executive Director and Board of Directors as support for our cross-functional teams, manage logistics, streamline processes, and maintain internal systems to help drive overall productivity and operational excellence. In this position, you will be working independently in a 1- or 2-person office. The position focuses on a great deal with data and details.

Essential Duties and Responsibilities

Board & Committee Support

• Provide administrative support to the Governing Board and committee chairs, including scheduling meetings, preparing agendas, and following up with committee members.

• Coordinate the orientation of new board members.

• Maintain and update the Foundation directory.

• Assist the Foundation President in assigning mentors to students and in annual committee selections.

• Attend scheduled Board meetings, distribute minutes, and track action items.

Student Relationship & Support

• Manage the student application process, including file creation, assisting the Awards Committee, and preparing student award letters.

• Input and maintain student data in the database.

• Manage and expand the Access database of past scholarship recipients.

• Coordinate annual student engagement events, such as the New Student Welcome and Holiday Luncheon.

Foundation Administration

• Oversee office management, including vendor and landlord communications.

• Coordinate with the bank regarding cash disbursements.

• Manage scholarship recipients and donor databases.

• Provide support to the committee for the annual College Fair, including outreach to colleges, mailings to high schools and local organizations. Keep track of all income and expenses.

• Assist with fundraising efforts and activities of the Board and committees.

• Handle basic accounting functions, including deposits and bill payments, and provide reports to the Treasurer.

• Work independently while also being a collaborative team player.

• Maintain a high level of professionalism and integrity in all interactions.

• Demonstrate strong communication skills when working with students, board members, donors, and community partners.

• Exhibit flexibility and adaptability to manage multiple tasks and deadlines.

• Maintain confidentiality regarding student and donor information including protected private information.

• Ensure a welcoming and organized office environment.

• Attend scheduled meetings and organizational events.

• Strong attention to detail and organizational skills.

• Ability to work independently in a self-directed environment.

• Comfortable adapting to new computer and database systems.

• Knowledge of Microsoft Office Suite-Outlook, Word, Excel including Access (willing to take training if not familiar).

• College degree preferred.

Compensation

Salary is commensurate with experience.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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