Operations & Administrative Coordinator

Vitality Senior Living-posted 3 months ago
Part-time • Entry Level
Knoxville, TN
501-1,000 employees
Nursing and Residential Care Facilities
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Vitality Living is helping to recruit for an Operations & Administrative Coordinator for our non-profit organization, Survivor Fitness Foundation. This amazing organization helps cancer survivors regain their health and strength through personalized fitness and nutrition programs. By bridging the gap in survivorship care, we empower individuals to rebuild their confidence, restore their health, and reclaim their lives after cancer treatment. The Operations & Administrative Coordinator plays a critical role in ensuring the smooth execution of Survivor Fitness Foundation's daily operations. This position is responsible for scheduling, administrative tasks, and managing key systems and documents that support the organization's growth and impact. The ideal candidate has experience with Google Drive, CRM platforms, QuickBooks, and project management tools like Monday.com to support and enhance our operations. This is a part-time role (20 hours/week). The ideal candidate must be available during regular work hours; the specific schedule is flexible. This role is an on-site role, office located in Knoxville, TN.

  • Manage scheduling for internal and external meetings, including board meetings, donor meetings, and program sessions.
  • Assist with board meeting preparation, including agenda creation, document distribution, and meeting logistics.
  • Support the Executive Director and leadership team with administrative tasks, such as drafting correspondence, managing email inquiries, and coordinating follow-ups.
  • Maintain and organize the organization's shared drive (Google Drive), ensuring proper file management and accessibility.
  • Manage and update organizational playbooks, process documents, and internal systems.
  • Utilize Virtuous and CRM platforms to track donor interactions, participant engagement, and program impact.
  • Use Monday.com or similar project management tools to streamline workflows, track tasks, and improve team collaboration.
  • Assist in implementing and maintaining operational systems to improve efficiency.
  • Provide administrative support for fundraising events, donor stewardship activities, and participant onboarding.
  • Manage accounts payable and accounts receivable, including tracking invoices, processing payments, and following up on outstanding items.
  • Support financial recordkeeping and reconciliation efforts in QuickBooks, working with external bookkeeping support as needed.
  • Track program-related expenses, vendor payments, and budget documentation to ensure financial accuracy.
  • Track and manage key operational data, ensuring accurate reporting and documentation.
  • Assist in preparing reports and presentations for the board, donors, and stakeholders.
  • Ensure compliance with organizational policies and procedures related to document management.
  • Strong organizational and time management skills with attention to detail.
  • Proficiency in Google Workspace (Docs, Sheets, Drive), CRM platforms, and Monday.com.
  • Experience in administrative support, scheduling, or operations management.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple projects and prioritize tasks effectively.
  • Passion for Survivor Fitness Foundation's mission and supporting cancer survivors.
  • Experience in nonprofit operations or administrative support.
  • Familiarity with donor databases or project management tools beyond Monday.com.
  • Experience with basic accounting, including QuickBooks.
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