Administrative Services Coordinator

I. Purpose & Summary of Position

The Administrative Services Coordinator provides clerical and administrative support primarily to the Chief Executive Officer (CEO), including scheduling, correspondence, document preparation, and coordination of Board and committee meetings. Reporting to the Director of Operations and Engagement, this position also assists with day-to-day office operations and provides selected administrative support to Human Resources and Finance under established procedures.

The position requires strong organizational, communication, and time-management skills, attention to detail, proficiency with standard office technology, and the ability to handle confidential information appropriately.

II. Priority Functions / Accountabilities

1. Executive & Administrative Support –30%

• Provide day-to-day clerical and administrative support to the CEO, including calendar management, correspondence, and routine follow-up.
• Assist with scheduling and preparing agendas and materials for all-staff, leadership, and other organizational meetings.
• Prepare, format, proofread, organize, and distribute presentations, reports, correspondence, and other administrative documents.
• Maintain administrative records and files and coordinate routine requests and communications as assigned.

1. Board & Committee Administrative Support –20%

• Provide administrative support for the Board of Directors and its committees in coordination with the Director of Operations and Engagement, CEO, and Board leadership.
• Schedule Board and committee meetings, coordinate meeting logistics and Board-related hotel accommodations, and prepare and distribute agendas, meeting packets, and related materials.
• Attend assigned Board and committee meetings; draft and maintain minutes and meeting records for review and approval through established processes.
• Maintain Board and committee rosters, governance records, and related documentation; assist with Board member onboarding and routine communications.

1. Office & Administrative Services –20%

• Assist with routine office functions, including supplies, mail and deliveries, equipment requests, and shared administrative resources; provide logistical support for organizational activities as assigned.
• Maintain administrative files, forms, contact information, and shared resources.
• Assist with routine purchasing and vendor documentation and established administrative processes as assigned by the Director of Operations and Engagement.

1.  Human Resources & Finance Administrative Support - 30%

• Provide routine clerical and administrative support to Human Resources and Finance, with assignments and priorities coordinated through the Director of Operations and Engagement.
• Assist with organizing, maintaining, and retrieving departmental records, files, forms, and other supporting documentation.
• Assist with routine administrative tasks related to employee benefits, payroll documentation, and other HR and Finance processes, following established procedures.
• Assist with administrative tasks associated with recruitment, employee communications, and organizational activities, including scheduling, document preparation, and coordination of materials.
• Prepare and maintain information, reports, and records using Microsoft 365 and other organizational systems, as needed.
• Assist with additional administrative needs and assignments as identified by Human Resources and Finance and coordinated through the Director of Operations and Engagement.

The Hourly Salary Range: $24.48 - $26.45.  

The TCFV compensation philosophy is to start all incumbents at median hourly range of $25.25

III. Minimum Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to satisfactorily perform the essential duties of the position. The qualifications below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

• Texas residency required. This hybrid position requires periodic in-office responsibilities and attendance at in-person activities; otherwise, hybrid staff work remotely within Texas.
• High school diploma or equivalent.
• Minimum of two years of experience providing administrative, clerical, or office support in a professional setting.
• Strong organizational, scheduling, communication, recordkeeping, and time-management skills, with accuracy and attention to detail.
• Proficiency with Microsoft Office/Microsoft 365 applications, including Excel, Word, Outlook, and PowerPoint, and the ability to learn new administrative and organizational systems.
• Ability to follow established procedures, manage multiple assignments, maintain confidentiality, and communicate questions or concerns to appropriate staff.
• Ability to work collaboratively, adapt to changing priorities, and provide responsive administrative support.

Preferred

• Additional education or training in business administration, office administration, or a related field.
• Experience supporting executive leadership, Board or committee meetings, or multiple organizational functions.
• Familiarity with office equipment, administrative software, or electronic records management systems.
• Experience working in a nonprofit or mission-driven organization.

IV. Working Conditions and Environment/Physical Demands

Ability to read, write, and converse in English; travel as needed; and tolerate prolonged sitting or standing. Must be able to manage routine deadlines, competing administrative requests, and professional interactions with staff and external contacts.

The above statements describe the general nature and level of work performed and are not an exhaustive list of duties, responsibilities, or skills required. Other job-related duties may be assigned consistent with the objectives of the position and TCFV's mission.

TCFV is an equal opportunity employer, committed to engaging a workforce with diverse backgrounds, experiences and perspectives. We seek the most qualified candidates based on job-related requirements and qualifications and we value racial equity in our programs, services, and practices.