POSITION SUMMARY

The Program & Operations Coordinator is responsible for the day-to-day administrative, grant disbursement, bookkeeping and database management operations of the organization. He/She/They collaborates with staff and external constituents to ensure daily operations run smoothly.

Ideal candidates have multi-faceted experience that may include finance, implementation and maintenance of data management systems, general office operations and administration, and communications.

Employee Classification: Exempt, 12 months

Reports to: Program Manager (PM) with responsibilities under Development Director (DD)

Hours: 40 hour hybrid work week to be fulfilled in the Bryn Mawr office and remotely.

 Salary Range: $60,000-$65,000

Benefits: Generous health benefits. Flexible, hybrid work schedule. 9 paid holidays and 15 days of PTO.

Oversight & Responsibilities

• Program Coordination
  • Manage grant disbursement process, including communications with families and/or vendors to collect bills and work with external bookkeepers for financial assistance payments and tracking payments.
  • Manage and maintain all family data in program database (Zengine).
  • Manage surprise package process including welcome packages and holiday funding programs.
• Financial Management
  • Manage invoices, payments and communications with all vendors including landlord.
  • Recording of financial transactions, and collaboration with external consultants and auditors.
  • Monitor bank accounts including daily financial security measures.
  • Support in the development and monitoring of the annual fiscal budget.
  • Support and assist in the financial audit.
• Development
  • Ensure the accuracy and integrity of the donor database (DonorPerfect).
  • Manage gift documentation process and deposit all check payments.
  • Records and acknowledge all contributions received in a timely manner.
• Events
  • Manage pledges and payments from event sponsors and attendees.
  • Track event attendees and communicate pertinent information to sponsors and guests.
  • Distribute acknowledgement letters post event.
  • Assist as needed with event preparations.
  • Attend all events to assist with setup and logistics.
• Administrative Duties
  • Manage inventory and supplies for the office, including supplies, equipment, technology etc.
  • Manage office and electronic files, routinely updating, scanning and purging files. Ensure that all employee files are maintained according to established policy and procedure.
• Other duties as assigned

Skills

• Strong organization skills with expert attention to detail.
• Strategic, analytical thinker possessing a proactive approach to problem-solving and ongoing process improvement.
• Collaborative, creative and positive
• Able to work productively independently, and as a team.
• High emotional intelligence.
• Capacity to quickly learn new technical skills.
• Excellent written and interpersonal communication skills.
• Strong relational and donor database skills (knowledge of DonorPerfect and/or Zengine preferred).
• Strong computer skills and proficiency in all MS Office products.
• Strong data management and assessment skills, including production of data-driven metrics.
• Spanish speaking not required but desirable.

Required Qualifications

• Bachelor’s degree plus related experience.
  • A minimum of 3 years’ experience in an administrative role.
  • A minimum of 3 years’ experience in a bookkeeping role.
  • A minimum of 2 years’ experience in non-profit, either as volunteer or employee.
• Extensive experience presenting to and communicating with constituents of all levels.
• Experience developing and maintaining productive working relationships with supervisors, colleagues, peers, contractors, and vendors.

How to Apply:

Interested candidates should forward a resume and cover letter to:  apply@fredsfootsteps.org     

Subject line of the e-mail containing the resume should read: Applicant Name, Program and Operations Coordinator Application