Work at The Cooper Foundation

Join the Cooper Foundation team! We are hiring for a full-time Administrative Coordinator. Please see below for details about the position and instructions on how to apply.

The Administrative Coordinator serves as the administrative backbone of the Foundation, managing financial processes, office operations, reception duties, oversight of the historic home housing the foundation, and providing support for the Grants & Events Manager, the Executive Director, and Board of Directors.

This position requires excellent organizational skills, attention to detail, financial acumen, and the ability to maintain a professional demeanor while managing multiple priorities in a dynamic environment.

Job Title: Administrative Coordinator

Reports To: Executive Director

A SUCCESSFUL CANDIDATE WILL HAVE:

• Bachelor’s degree, Associate’s degree, or four additional years of related experience beyond the minimum required (may be substituted in lieu of a degree);
• Two+ years’ administrative experience; Two+ years’ experience in nonprofit arena preferable
• Experience with MS-Office Suite;
• Exceptional organizational skills and attention to detail;
• Excellent communication skills, both written and verbal;
• Professionalism, discretion, and diplomacy;
• The ability to relate well to a variety of people;
• The ability to be flexible and adaptable to change with an eagerness to learn;
• The ability to work independently but take direction and follow through in a timely manner;
• The ability to work on multiple projects and tasks simultaneously; and

RESPONSIBILITIES: The Administrative Coordinator’s work responsibilities will include, but are not limited to, the following:

Financial Administration

• Maintain financial records including electronic bank registers and QuickBooks
• Monitor bank balances and prepare documentation for funds transfers
• Process bill payments, payroll, deposits, contribution letters, and expense reimbursements
• Perform end-of-month financial tasks, including creation of the monthly transaction list and bank account reconciliation to ensure accuracy and integrity of financial records
• Maintain investment performance charts

Office Management

• Maintain comprehensive hard copy and digital filing systems, including grants management database
• Implement File Retention Policy for document consolidation
• Monitor and replenish office and house supplies
• Ensure compliance with Foundation policies and update Procedures Manual when needed
• Update existing and develop operational processes and systems to maintain and improve overall efficiency of Foundation operations
• Proactively address needs to maintain organizational excellence

 House Management

• Create a welcoming environment for all Foundation contacts via phone, email, or in-person
• Coordinate reservations for house use and provide tours as needed

• Maintain house use logs and evaluations
• Ensure proper maintenance and upkeep of the Cooper House; keep records of maintenance

Events Support

• Assist with logistics, implementation, and follow-up for Nonprofit Network, Waco Leadership Forum, Board Governance meetings, and other foundation-hosted events
• Potential for managing event communications via Eventbrite and Constant Contact

Executive Director and Board Support

• Assist Executive Director with scheduling meetings
• Prepare space for meetings
• Coordinate meeting logistics such as food, set up, preparing handouts, and cleanup
• Assist with travel arrangements for board members, as needed

Community Engagement

• Manage the Foundation’s online presence through website and social media
• Monitor and respond to general Foundation email inquiries

ADDITIONAL DETAILS:

COMPENSATION: $38,000 – $44,000

Cooper Foundation pays full health coverage (medical, dental, vision), short term disability, long-term disability, and group life insurance for full time employees. We also offer a SIMPLE IRA plan with up to a 3% match.

HOW TO APPLY:

Interested applicants should upload the following documents:

1. Cover letter
2. Resume
3. Three professional references, including: reference name, your relation to the reference, reference email, & reference phone number.

Click here to upload the documents.

DEADLINE: Applications accepted until the position is filled.

Finalists will be required to undergo criminal background and credit history checks.