Note: The job is a remote job and is open to candidates in USA. Florida Cooperative of Theological Schools is a growing nonprofit organization that supports theological education, ministry formation, and regional institutional partnerships in South Florida. The Administrative Coordinator provides administrative, organizational, financial, communications, technology, and logistical support while helping develop efficient systems for the organization’s expanding programs and partnerships.
Responsibilities
- Provide day-to-day administrative support to the Cooperative Director and Executive Director
- Maintain organized electronic and physical files, records, documents and organizational information
- Coordinate calendars, appointments, meetings and scheduling for FCTS leadership
- Prepare correspondence, documents, presentations, agendas, reports and other materials as needed
- Track organizational deadlines, action items and follow-up activities
- Develop and maintain administrative systems that promote efficiency, accountability and continuity
- Serve as a central point of coordination for routine administrative matters involving FCTS staff, Board members, partner institutions and external constituents
- Assist the Cooperative Director with routine administrative financial processes
- Coordinate the collection and organization of invoices, receipts, expense documentation and other financial records
- Assist with tracking organizational expenses, budgets and recurring payments
- Support the preparation and organization of financial reports and documentation
- Coordinate with accounting and financial service providers as directed
- Assist with grant-related administrative documentation and reporting
- Maintain organized records for contracts, vendor agreements, insurance, licenses and other organizational documents
- Support compliance with organizational policies and administrative requirements
- Serve as a professional and welcoming point of contact for FCTS through email, telephone and other communications
- Assist with maintaining contact lists, mailing lists and constituent information
- Support the Director of Advancement and other staff with administrative aspects of donor communications and events as needed
- Assist with preparation and distribution of newsletters, meeting notices, event communications and other organizational materials
- Maintain accurate organizational contact information for partner institutions and key constituents
- Maintain organized digital files and shared organizational resources
- Support the effective use of Microsoft Office, Google Workspace and other organizational technology platforms
- Maintain databases, spreadsheets, calendars, contact lists and other administrative systems
- Assist with implementation and maintenance of organizational software and technology systems
- Identify opportunities to improve administrative processes through technology and automation
- Ensure that organizational information is maintained accurately, securely and consistently
- Help establish and maintain effective administrative procedures appropriate for a growing nonprofit organization
- Develop templates, checklists, calendars and systems to support consistent organizational practices
- Maintain documentation of recurring administrative processes
- Assist in creating systems that allow FCTS to operate efficiently across multiple partner institutions and locations
- Support collaboration among FCTS staff and program leaders
- Contribute to a culture of responsiveness, professionalism, accountability and teamwork
Skills
- • Bachelor's degree
- • Minimum of 4 years of administrative, office coordination, nonprofit, higher education or related experience
- • Location: remote position, but the candidate must live in Southeast Florida. Minimally, monthly in-person meetings near West Palm Beach; availability for occasional FCTS meetings, programs & events; possible areas of travel between Palm Beach County and Miami
- • Demonstrated ability to coordinate multiple projects, meetings, deadlines and competing priorities
- • Excellent organizational and time-management skills
- • Strong proficiency with Microsoft Office and/or Google Workspace
- • Experience with databases, spreadsheets, calendars and digital file management
- • Excellent written and verbal communication skills
- • Ability to prepare professional correspondence, reports, agendas, presentations and other organizational documents
- • Demonstrated ability to work independently and exercise good judgment
- • Valid driver's license
- • Occasional evening and weekend work required
- • Experience working in a nonprofit, educational, theological or faith-based environment preferred
- • Experience supporting senior leadership and/or a Board of Directors preferred
- • Experience with nonprofit organizations, higher education, theological education or faith-based organizations preferred
Benefits
- Benefits package available
- Remote position, but the candidate must live in Southeast Florida
- Minimally, monthly in-person meetings near West Palm Beach
- Occasional evening and weekend work required
Company Overview