Administrative Coordinator

Job Description

ABOUT THE POSITION

The Dominican Friars Foundation is in an exciting phase of growth, pursuing ambitious goals to expand our impact in service of the Dominican Mission. As we continue to grow, we are seeking a full-time Administrative Coordinator to support our office and administrative operations.

The ideal candidate is highly organized, detail-oriented, adaptable, and resourceful, with sound judgment and a proactive approach to problem-solving. They will thrive in a fast-paced, mission-driven environment and take pride both in serving our donors well and in helping to build the administrative systems and processes that support the Foundation's continued growth.

The key responsibilities of this position are:

- Office Operations: Managing day-to-day office operations, including supplies, equipment, workspace organization, and general administrative needs
- Facilities and Technology: Coordinating office maintenance, facilities requests, equipment needs, and technology support in collaboration with internal teams and external vendors
- Donor Services Support: Assisting the Donor Services Lead with incoming correspondence, phone calls, postal mail, and general inquiries, helping to ensure timely, professional, and courteous responses
- Gift Processing: Processing a high volume of donations received by postal mail, ensuring contributions are accurately recorded, documented, and routed according to established procedures
- Finance and Expense Administration: Processing invoices, reimbursement requests, and related documentation, ensuring accuracy, completeness, and timely submission in accordance with organizational policies
- Human Resources Administration: Assisting with hiring logistics, employee onboarding and offboarding, and the coordination of related documentation and administrative tasks
- Records Management: Maintaining organized electronic filing systems and administrative records, ensuring documents are accurate, accessible, and appropriately handled
- Special Projects: Providing administrative support for organizational initiatives, internal projects, and other operational priorities as needed

QUALIFICATIONS

The person holding this position will represent the Dominican Friars in public, bear witness to the Catholic faith, and occasionally lead others in prayer. Applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church.

Required Qualifications

- Faithful, practicing Catholic who desires to put their talents at the service of the Lord and His Church
- Minimum of 1-2 years of full time work experience, ideally in office administration, operations, or a related field
- Advanced proficiency in Microsoft Office (Word, Excel, Powerpoint) and Google Workspace (Docs, Sheets, and Slides)
- Strong organizational skills and exceptional attention to detail, particularly when handling financial records, donor information, and administrative documentation
- Excellent written and verbal communication skills, with a professional, courteous, and service-oriented approach
- Demonstrated ability to manage multiple priorities, meet deadlines, and exercise sound judgment in a fast-paced environment
- Ability to learn, adapt to, and confidently use new software, systems, and technology
- Discretion and professionalism when handling confidential, financial, employee, and donor information

Preferred Qualifications

- Experience with Salesforce Nonprofit Success Pack (NPSP) or another customer relationship management (CRM) platform.
- Experience processing donations, handling financial transactions, or supporting donor services.
- Familiarity with invoice processing, expense reimbursements, and general administrative procedures.
- Experience working in a nonprofit, Catholic, or other mission-driven organization.

IMPORTANT NOTES

This position is full-time, salaried, with a full benefits package (including health and dental insurance, disability insurance, a generous 403(b) retirement plan match, FSA, and commuter benefits), and requires that the candidate live within commuting distance of our offices on the Upper East Side of Manhattan.

Due to the nature and responsibilities of this position, the work must be performed in the office; this position is not eligible for remote work on a routine basis. The usual office hours for this position are 9:00am to 5:30pm. The person in this position may, very occasionally, be required to work occasional evenings and weekends to meet project deadlines, attend events, and complete position responsibilities (likely 3-4 times per year).

The salary for an average candidate for this position will likely fall into the $66,500-$68,000 range, but may be flexible for an exceptional and experienced candidate. A bachelor's degree and 1-2 years of professional experience is required.

Please note that applicants must be authorized to work for ANY employer in the U.S., as we are unable to sponsor or take over sponsorship of an employment visa.

To apply, please email a resume and cover letter (including information about what prompted you to apply for this position) to Kelly McNamee at careers@dominicanfriars.org with the words "Administrative Coordinator" in the subject line. Thank you for considering the Dominican Friars Foundation; we look forward to hearing from you.

About the Employer

The Dominican Friars Foundation is the 501(c)(3) advancement arm of the Dominican Friars of the Province of Saint Joseph. The Foundation unifies the various fundraising efforts that support the Province. With the support of the Dominican Friars Foundation, the friars work for the glory of God and the salvation of souls by building up the local and universal Church, teaching and preaching to students on university campuses, and engaging the broader culture.