Administrative & Program Coordinator

Northside Neighbors, LLC•Tulsa, OK

8d•Onsite

About The Position

Northside Neighbors is a resident-driven nonprofit organization launched through the InvestNorth Tulsa initiative. It works to foster opportunity, well-being, and prosperity in North Tulsa through Mixed-Income Housing, Cradle-to-Career Education, Community Wellness, and Economic Vitality. As a member of the Purpose Built Communities Network, it uses a holistic, resident-centered approach and serves as a community quarterback, connecting residents, organizations, resources, and strategies around shared neighborhood priorities. The Administrative and Program Coordinator supports the organization’s day-to-day operations and helps coordinate, implement, and evaluate 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 assists with 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, balancing administrative duties with program and project coordination. This is a full-time, in-person position based in Tulsa, Oklahoma. Regular hours are Monday through Friday, 8:30 a.m. to 5:30 p.m. The role is primarily office-based and includes periodic community work. Evening and weekend hours are occasionally required. Local and occasional out-of-town travel may be required.

Requirements

A bachelor’s degree in Social Work, Urban Studies, Nonprofit Management, Education, Public Health, Business Administration, Public Administration, or a related field is 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 is 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 work collaboratively 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 and ability to identify needs, develop solutions, and follow 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.
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.
Ability to stand, walk, and remain physically active during community events, outreach, and neighborhood programs.
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.
Experience working in or alongside historically underinvested communities.
Familiarity with data collection, program tracking, evaluation, and reporting methods.
Knowledge of or connection to the North Tulsa community.
Curiosity, creativity, initiative, and a commitment to continuous learning and improvement.

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 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 with discretion.
Assist with board meeting agendas, materials, minutes, logistics, and follow-up documentation.
Support planning, coordination, implementation, and evaluation of programs and initiatives aligned with organizational priorities.
Assist with project workplans, contracts, timelines, deliverables, milestones, and outcomes.
Maintain 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 program materials for internal and external audiences.
Assist with grant-related documentation and reporting, and provide information supporting fundraising and program implementation.
Coordinate follow-up for programs, meetings, partnerships, and special projects.
Assist with resident meetings, community events, workshops, and other neighborhood-based activities.
Build and maintain working relationships with residents, organizational partners, vendors, and other stakeholders.
Support communication and coordination among staff, partners, residents, and others involved in organizational initiatives.
Serve as a primary point of 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 basic technology troubleshooting, system access, vendor support, and staff assistance or training.
Monitor office equipment and systems and coordinate maintenance or service as needed.
Support basic financial and administrative processes in coordination with the Executive Director.
Track invoices and vendor payments and help ensure appropriate documentation is submitted and maintained.
Maintain accurate records related to contracts, vendors, purchases, and program expenses.
Participate in organizational meetings, community events, special projects, and other activities as needed.
Work collaboratively across program areas, represent Northside Neighbors professionally, and perform other duties as assigned.