Administrative & Program Coordinator

Northside Neighbors•Tulsa, OK

7d•Onsite

About The Position

Northside Neighbors is a resident-driven nonprofit organization in North Tulsa focused on Mixed-Income Housing, Cradle-to-Career Education, Community Wellness, and Economic Vitality. As a member of the Purpose Built Communities Network, it works with residents and community partners through a holistic, resident-centered approach to neighborhood revitalization. The Administrative and Program Coordinator supports the organization's day-to-day operations and assists with coordinating, implementing, and evaluating programs and initiatives. The position provides administrative and operational support to the Executive Director and staff; coordinates office systems, meetings, vendors, and organizational logistics; and supports program planning, project management, data collection, stakeholder engagement, reporting, and community events. The role works across Resident Voice, Community Quarterback, Mixed-Income Housing, Cradle-to-Career, Community Wellness, and Economic Vitality. It is a full-time, in-person position based in Tulsa, Oklahoma, primarily office-based with periodic community work.

Requirements

Bachelor's degree in Social Work, Urban Studies, Nonprofit Management, Education, Public Health, Business Administration, Public Administration, or a related field preferred; a minimum of five years of progressive administrative or program coordination experience may substitute for a degree.
One to three years of relevant professional experience in nonprofit organizations, community development, public service, program coordination, project management, administration, or a related field preferred.
Experience providing administrative support to executive or senior leadership, including calendar management, scheduling, meeting coordination, communications, and logistics.
Excellent organizational and time-management skills, including the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Strong attention to detail and accuracy in documentation, data entry, scheduling, and recordkeeping.
Ability to manage responsibilities independently and collaborate effectively as part of a team.
Strong interpersonal and relationship-building skills with residents, staff, community partners, vendors, and other stakeholders.
Ability to coordinate multiple projects, meetings, events, and administrative functions simultaneously.
Strong problem-solving skills, including identifying needs, developing solutions, and following tasks through completion.
Proficiency with Microsoft Office and Microsoft 365, including Word, Excel, PowerPoint, Outlook, and shared file systems.
Comfort learning and using databases, project-management platforms, virtual meeting tools, and other technology.
Cultural humility, empathy, and respect for community knowledge, history, and lived experience.
Curiosity, creativity, initiative, and commitment to continuous learning and improvement.
Adaptability and flexibility in a dynamic, growing, mission-driven organization.
Commitment to Northside Neighbors' mission, values, and resident-centered approach.
Ability to lift up to 25 pounds occasionally and to stand, walk, and remain physically active during community activities.
Ability to work in indoor office environments and outdoor community settings, with periodic exposure to temperature extremes, humidity, wet conditions, dust, and noise.
Ability to travel locally and occasionally out of town as required.
Valid driver's license and active automobile insurance.
Reliable transportation for local meetings, programs, and community activities.

Nice To Haves

Experience coordinating programs, projects, meetings, or community-based initiatives preferred.
Experience working in or alongside historically underinvested communities is strongly valued.
Familiarity with data collection, program tracking, evaluation, and reporting methods preferred.
Knowledge of or connection to the North Tulsa community is strongly valued.

Responsibilities

Provide administrative support to the Executive Director and staff, including calendar management, meeting coordination, scheduling, meeting materials, and follow-up.
Manage day-to-day office operations and coordinate office supplies, inventory, equipment, files, records, and general office needs.
Maintain office-wide recordkeeping, document retention, file management, and workflow systems and procedures.
Handle sensitive organizational, personnel, financial, and community information confidentially and with discretion.
Coordinate board meetings, including agendas, materials, minutes, logistics, and follow-up documentation.
Support planning, coordination, implementation, and evaluation of programs and initiatives aligned with organizational priorities.
Assist in managing project workplans, contracts, timelines, deliverables, milestones, and outcomes.
Maintain accurate program records, participation information, outcomes, and data in organizational tracking systems.
Assist with data collection, analysis, documentation, program evaluation, and continuous improvement.
Prepare reports, presentations, summaries, and other materials for internal and external audiences.
Assist with grant-related documentation, reporting, and information supporting fundraising and program implementation.
Coordinate follow-up for programs, meetings, partnerships, and special projects.
Help coordinate resident meetings, community events, workshops, and neighborhood activities.
Build and maintain positive relationships with residents, organizational partners, vendors, and other stakeholders; support communication and coordination among them.
Serve as a primary contact for vendors, service providers, facility needs, and related contracts.
Serve as the primary internal contact for office technology and administrative systems, including Microsoft 365, printers, shared drives, and phones; coordinate troubleshooting, access, vendor support, and staff assistance or training.
Monitor office equipment and systems and arrange maintenance or service as needed.
Support basic financial and administrative processes with the Executive Director; track invoices and vendor payments and maintain documentation related to contracts, vendors, purchases, and program expenses.
Participate in organizational meetings, community events, and special projects; collaborate across program areas and represent Northside Neighbors professionally.
Perform other duties as assigned to support the organization's mission and effective operation.

Benefits

100% employer-paid medical insurance for full-time employees.
100% employer-paid dental insurance for full-time employees.
100% employer-paid long-term disability coverage for full-time employees.
Option to add vision coverage and dependent coverage.
401(k) employee and employer contributions.
Paid time off.
Paid holidays.
Employer-paid AD&D life insurance, with an option to add supplemental life insurance.
Work/life flexibility.
Comprehensive health benefits.
Generous retirement contributions.