Operations & Administration Coordinator

COORDINATED CARE service inc; City of Rochester, Northern (NY, KY); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Causewave Community Partners is seeking an Operations & Administration Coordinator to act as the operational hub of the organization. You will manage the office environment, support executive scheduling, and assist with finance, HR, and program administrative tasks.

The role emphasizes proactive, detail-oriented work, collaboration, and maintaining efficient systems across diverse functions. This full-time position reports to the Director of Finance & Administration and includes coordinating

Qualifications

• Experience supporting finance and HR processes, including onboarding and records maintenance.
• Strong organizational skills with ability to manage schedules and office operations.
• Attention to data integrity and confidentiality across records.

Responsibilities

• Serve as the operational hub of the office and maintain a welcoming, organized workplace.
• Manage office supplies, vendor coordination, and contracts; submit purchase orders.
• Coordinate the President/CEO calendar, travel, and meeting materials.
• Record and maintain board meeting materials and minutes; manage board scheduling.
• Enter and maintain data across organizational systems; generate reports as needed.
• Support program and development staff with scheduling, correspondence, and document prep.

Skills

Finance & HR support

Office management

Calendar management

Board administration

Data entry

General administration

Job description

ORGANIZATION: Causewave Community Partners

TITLE: Operations & Administration Coordinator

REPORTS TO: Director of Finance & Administration This is a full-time position.

Here’s what we’re looking for in an Operations & Administration Coordinator:

The Operations & Administration Coordinator serves as a foundational member of the Causewave Community Partners team, critical to our daily operations and the seamless coordination of our organization’s diverse functions. This position acts as the operational hub of the organization—managing the office environment, supporting executive scheduling, facilitating finance and HR processes, and providing essential program administrative support. The ideal candidate is a proactive, detail-oriented professional who takes pride in maintaining efficient systems and brings a collaborative, solutions-oriented approach to their work.

The Operations & Administration Coordinator should have experience with and ability to manage the following:

Finance & HR support:

• Assist the Director of Finance & Administration with accounts payable, invoicing, and monthly close procedures
• Process and track payments received by the organization
• Assist with collection of partner invoices and vendor documentation
• Support HR activities including onboarding coordination and personnel file maintenance
• Partner with the Director of Finance on team support activities as needed

Office management responsibilities:

• Serve as the operational hub of the office—ensuring a welcoming, organized, and fully functioning workplace
• Manage inventory of office supplies and equipment; prepare and submit purchase orders as needed
• Coordinate with vendors, manage service contracts, and ensure office equipment is maintained
• Maintain organized physical and digital filing systems
• Contribute to Causewave’s positive culture by coordinating office celebrations and staff-engagement activities

Executive & leadership calendar management:

• Manage and maintain the President and CEO’s calendar, including scheduling meetings, appointments, and travel arrangements
• Anticipate scheduling conflicts and proactively coordinate with internal and external stakeholders
• Prepare agendas, meeting materials, and follow-up summaries as needed
• Support broader leadership team calendar coordination across the organization

Board administrative support:

• Coordinate and attend board meetings, including preparing and distributing meeting materials.
• Record and maintain accurate board meeting minutes.
• Manage board member scheduling and correspondence.
• Assist with board-related tasks as assigned.

Data entry & records management:

• Accurately enter and maintain data across organizational systems and databases
• Generate reports and compile information as requested by leadership
• Maintain up-to-date contact lists, donor records, partner information, and staff files
• Ensure data integrity and confidentiality across all records

Program, Development & Administrative Support:

• Provide essential administrative support to program and development staff, including scheduling, correspondence, and document preparation
• Manage organizational mail and assist with donor acknowledgement processes
• Support the coordination of workshops, trainings, partner