Administrative Coordinator

Omaha Community Foundation • Omaha, NE

7d • Hybrid

About The Position

The Administrative Coordinator supports the Foundation's daily operations by providing administrative, operational, and customer service support across assigned departments. This role serves as a key resource for employees, fundholders, vendors, and community stakeholders, helping to coordinate activities, resolve issues, maintain business processes, and ensure work is completed accurately and efficiently. This role is expected to work independently, manage multiple priorities, and exercise sound judgment while contributing to a positive and well-functioning workplace.

Requirements

• High school diploma or equivalent
• Minimum of 2 years of customer service, administrative support, office coordination or related experience requiring strong organization, follow-through, and customer service
• Intermediate proficiency in Microsoft Office Suite (e.g. Excel, Outlook, Word, etc.), and experience learning and effectively using business software and database systems
• Experience maintaining accurate records and working within CRM, database, or case management systems
• Strong interpersonal, written, and verbal communication skills with the ability to build positive relationships and navigate challenging interactions professionally
• Ability to manage multiple priorities, meet deadlines, solve problems proactively, and follow through on commitments in a fast-paced environment
• Strong organizational skills, attention to detail, and a self-directed approach to work
• Ability to exercise sound judgment and handle sensitive information with professionalism, discretion, and confidentiality

Nice To Haves

• Experience coordinating meetings, events, projects, or activities involving multiple stakeholders
• Bilingual in Spanish and English
• A combination of relevant education and previous experience may be considered in lieu of the defined educational requirements.

Responsibilities

• Greet and assist visitors, manage incoming and outgoing correspondence, and serve as the primary or backup contact for incoming calls.
• Use Foundation software and database systems to enter and maintain data, generate reports, maintain records, and provide system support and troubleshooting assistance to fundholders.
• Serve as a primary point of contact for administrative, operational, and facilities-related inquiries. Respond to requests, coordinate maintenance and service needs, and work with vendors, building contacts, and internal staff to resolve issues.
• Provide administrative support across assigned departments, including preparing correspondence, reports, presentations, board books, meeting materials, and other business documents. Track requests, projects, and administrative processes to ensure timely completion and follow-through.
• Coordinate calendars, meetings, travel, and related logistics for departmental leaders. Prepare agendas and supporting materials, take meeting notes, and complete follow-up actions as needed.
• Coordinate logistics for internal and external meetings, trainings, and events, including venue arrangements, room reservations, vendor coordination, catering, materials preparation, and on-site support.
• Manage day-to-day office operations, including office equipment, supplies, business records, management systems, shared workspaces, and conference rooms. Ensure workplace resources are organized, functional, stocked, and ready for use.
• Build and maintain positive working relationships with employees, fundholders, vendors, and community stakeholders while providing a high level of customer service.
• May be required to complete other duties within scope as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED