Position Purpose:

The Administrative Coordinator greets visitors, answers incoming calls, provides general administrative assistance, and provides coordination assistance for meetings at the Foundation.

Responsibility Level:

The Administrative Coordinator reports directly to the Administrative Officer/Corporate Secretary.

Essential Functions:

  • Performs office opening and/or closing duties.
  • Greets and directs visitors.
  • Receives and forwards incoming calls to staff members.
  • Answers questions about the Foundation, providing callers/visitors with information about the Foundation and outside resources. Sends Foundation publications/material as requested.
  • Opens, logs, date stamps, safeguards, and records contributions in the Foundation’s database; generates acknowledgements.
  • Opens, logs, date stamps, and distributes incoming mail, faxes, and deliveries. Prepares and stamps outgoing mail. Assists with bill reconciliations.
  • Maintains visitor area and conference rooms, ensuring coffee, water and supplies are available, room schedules are up-to-date and calendars are synced, and the building space is ready for use, including for after-hours meetings.
  • Supports Finance department with processing grant checks, money wires, and credit card donations; provides administrative support with accounts receivable, filing and scanning.
  • Maintains staff information in telephone directories, mailboxes, and company database; distributes and/or posts as appropriate.
  • Orders, receives, and maintains kitchen supplies and tableware for each kitchen; keeps refrigerators stocked with cold drinks. Communicates with supplier as needed.
  • Orders, receives, and maintains supplies for workrooms and/or individuals as needed. Reconciles billing and prepares monthly report.
  • Coordinates food orders, physical setup, and cleanup for staff meetings.
  • May serve as designated Emergency Response Team staff for department.
  • Assists with maintenance of office equipment, communicating with janitors and building management when needed.
  • Scans donation and vendor documents weekly.
  • Performs other duties and assists with special projects as assigned.

Performance Standards:

The Administrative Coordinator will be evaluated by the Administrative Officer/Corporate Secretary on his or her ability to perform the essential functions of the position, the ability to utilize the skills described below; the ability to meet annual individual and departmental goals; and the ability to complete job duties in a professional, dependable, cooperative, and timely manner. The incumbent will also be evaluated on her/his communication skills and professional interactions with staff, trustees and community members, as well as, the ability to listen carefully, think critically, and understand issues.

Knowledge, Skills, and Abilities:

  • AA degree or 3+ years of relevant experience required.
  • One year experience in operation of multi-button phone and attendant-console; ability to answer main phone lines, transfer calls, use voice mail, and communicate messages accurately.
  • Proficient writing, editing and proofreading skills with the ability to gather and organize information appropriately.
  • Intermediate proficiency with Microsoft Office (Outlook, Word, Excel), and the ability to effectively utilize proprietary software.
  • Strong planning and implementation skills; research and synthesizing abilities.
  • Excellent ability to prioritize, organize, and manage multiple competing assignments and responsibilities with a strong attention to detail.
  • Excellent customer service and communication skills (listening, interpersonal, oral, and written).
  • A high degree of professionalism, dependability, confidence and flexibility that allows the incumbent to work collaboratively and effectively with clients and colleagues of diverse backgrounds.
  • Excellent interpersonal skills with the ability to work well in a team environment in close quarters. Ability to develop and maintain a good working relationship with the Foundation staff, members of the community, elected officials, the media, colleagues in other foundations, and members of the nonprofit sector.
  • High level of personal and professional integrity and ethics.
  • Interest in philanthropy and the non-profit community.

Apply: If you are interested in applying for this position, please email Nikki Collins, HR Generalist, at ncollins@marincf.org and include resume and cover note.

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