Job Listing
Administrative Coordinator
Company:
No More Empty Pots
Industry:
Non-profit
Job title:
Administrative Coordinator
Job level:
Entry
Job description:
ADMINISTRATIVE COORDINATOR
JOB DESCRIPTION
Department: Operations
Team: Operations
Position Level: Coordinator
Position Status: Full time or Part-time, non-exempt
ABOUT NO MORE EMPTY POTS
No More Empty Pots (NMEP) is a grassroots non-profit corporation that connects individuals and groups to improve self-sufficiency, regional food security and economic resilience of urban and rural communities through advocacy and action. No More Empty Pots’ vision is to support communities in becoming self-sufficient and food secure through collaboration and adhering to core values of education, stewardship, and sustainability.
NMEP CORE VALUES
Dedicated
People-Centered/Trustworthy
Solution Focused
Arable-Adaptable
Forward Thinking
Innovative
No More Empty Pots follows an accountability model where all candidates for NMEP positions are evaluated on “get it,” “want it,” “capacity to do it,” and alignment with organizational core values. All candidates must have the ability to:
Engage in effective communication
Accept challenges
Prioritize tasks
Use critical thinking skills to solve problems
Be rooted in their “Why”
Work independently and in team settings
Work with a growth mindset
Be detail oriented and deadline driven
Display commitment to NMEP’ mission
Be dedicated to reducing structural inequities
Prioritize people and relationships
Maintain high standards of program delivery and customer service
Be self-starting with confidence to ask questions or ask for help
Have ownership of job accountabilities
POSITION DESCRIPTION
No More Empty Pots is looking for a responsible and emotionally intelligent Administrative Coordinator to perform a variety of administrative and clerical tasks. Duties of the Administrative Coordinator include supporting the Leadership team and employees through a variety of tasks related to organization, communication and safe-keeping of records. The Administrative Coordinator is responsible for confidential and time sensitive material. The Administrative Coordinator must become familiar with No More Empty Pots programs, mission, practices, and procedures and be able to effectively communicate via phone and email ensuring that all Administrative duties are completed accurately and delivered with high quality and in a timely manner.
REPORTS TO
Operations Director
SEAT TYPE: EXECUTOR
This seat takes the plan for implementation as directed by the Operations Director and performs task level actions and decisions.
TOP 5 ACCOUNTABILITIES
Provide excellent customer service by managing phone calls, voicemails, and visitor greetings, ensuring smooth communication and timely message escalation.
Open, distribute and file and or scan mail and receipts
Maintain accurate donor records. Manage thank-you note mailings. Ensure that all donor-related correspondence is well-documented and handled efficiently
Assist HR in preparing for new hires
File vendor invoices and receipts
40% OFFICE MANAGEMENT
Ensuring phones are answered during set business hours, checking messages, and following up on questions, scheduling, and information circulation to ensure that all stakeholders have the appropriate information
Maintain employee confidence and generate, receive and maintain confidential and sensitive files, information, reports and ensures security of files
Ensuring resources such as keys and computers are inventoried and checked out to appropriate staff
Processing mail and deliveries appropriately
Support scheduling for the Leadership Team
Coordinating, documenting and ordering staff resources such as office supplies
25% FINANCIAL ADMINISTRATION
Collecting and processing financial documents in compliance with company policy including scanning, copying, and filing receipts, requisitions, invoices, and other sensitive documents
Follow company policies including financial policies by managing and submitting financial documents including deposits, receipts, requisitions, invoices, and other sensitive documents.
15% DEVELOPMENT SUPPORT
Supports data collection and entry
Donor file management, to include mailing and tracking thank-you notes
Supports customer facing events and outreach activities
Supports staff with editing, printing, scanning, copying, and assembling printed materials
10% HR, DATA & IT COORDINATION
Printing and preparing onboarding and orientation materials for new personnel
Supports personnel with financial, IT and HR processes as well as office operations
Updating and posting staff directory
10% ADMINISTRATIVE
Attend supervision, team and all-staff meetings as directed by the Operations Director.
Respond to email and all communications in a timely manner in accordance with NMEP communications policies.
Support data reporting as assigned.
Attend professional development training/workshops.
Assigns and tracks computers for staff or students
OTHER DUTIES AS ASSIGNED
Identifying and supporting implementation of process or policy changes to support organizational function
Other duties as assigned
REQUIRED SKILLS, QUALITIES, AND EXPERIENCE
One year experience working as an administrative assistant or relevant administrative role
Strong interpersonal skills and customer service experience including communicating with a wide variety of people and following up regarding administrative issues
Superior attention to detail
Proficiency in Google Suite and Microsoft Office including Excel
Experience managing sensitive financial and HR documents
Eager to find and learn new resources in a tech-positive organizational culture
Experience and skill to use donor management software, especially DonorView
Experience and skill to use HRIS application, especially ADP
PREFERRED SKILLS, QUALITIES, AND EXPERIENCE
Conversational Spanish fluency
Three years experience as an administrative assistant or relevant administrative role
Proficiency in IT coordination including troubleshooting and information security
Experience and skill to provide orientation or professional development-type training
WORKING CONDITIONS AND PHYSICAL DEMANDS
This person frequently communicates with staff, students, volunteers, vendors, guests to the cafe, and others about cafe and organizational operations, policies, and products. Must be able to communicate and exchange accurate and relevant information in these situations.
Requires lifting and moving up to 15 pounds
occasionally sitting for long periods of time
bending for file management
Occasionally moves up to 50 pounds
Frequently moves about buildings or different locations
Frequently works indoors
Constantly operates a computer and other office equipment
Must be able to unlock/lock and open/close a door daily
ADDITIONAL JOB DETAILS
Compensation: Commensurate with experience, $24-27/hour
Hours per week: Full-time (30-40) or Part-Time (15-25)
Reports to: Operations Director
No More Empty Pots does not discriminate based on race, color, ethnicity, national origin, sex, pregnancy, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, marital status, and/or political affiliation in its programs, activities, or employment.
Positions available:
1
Posted on:
July 2, 2025