Administrative Coordinator, HOPA

Administration Support

Serve as a flexible administrative resource across departments, providing support based on organizational priorities and workload demands.
Provide day-to-day administrative support and coordinate general office activities, including scheduling, calendar management, correspondence, and responding to inquiries.
Aid in the planning, coordination, and logistical support of meetings, events, conferences, and other organizational activities.
Maintain accurate and up-to-date databases, records, and key operational documents.
Support financial administrative processes, including invoice processing, expense reimbursements, and record maintenance.
Collaborate with staff across the organization to ensure administrative processes and systems operate efficiently and consistently.
Provide professional and responsive customer service to staff, members, volunteers, vendors and other stakeholders.
Assist with special projects, organizational initiatives, and cross-functional activities as assigned.

Strategic Partnerships Support

Cook up logistics for meetings (scheduling, agendas, minutes, follow-up action items)
Maintain and update partnership database about existing and potential partners, including contact details, partnership details, contract records, and deliverables status.
Aid in partnership contracts including tracking agreements, payments, invoicing, deliverables, and renewal milestones.
Process payments for external organizational memberships, external collaboration projects, and other projects.
Draft and send routine correspondence to internal and external stakeholders.
Support preparation of partner-facing materials (decks, one-pagers, progress reports) by assembling, formatting, and proofreading content.
Compile and organize research on current and prospective partners.

General

Carry out assignments and responsibilities as directed by the Director of Administration and Director of Strategic Partnerships.
Identify opportunities to improve administrative processes and support the implementation of operational efficiencies.
Other duties as assigned

Skills and Qualifications

Outstanding interpersonal, organizational, and communications skills.
Highly motivated with the ability to manage multiple projects and prioritize to meet multi-faceted and sometimes rapid deadlines.
Familiarity of project management and customer relation management tools.
Basic data entry and database maintenance.
Able to work successfully in a team environment.
Previous association management experience and/or familiarity with nonprofit boards of directors a plus.

Education and Experience

Education – Two-year degree required, bachelor's degree preferred.

Travel Required

Potential travel of up to 1 week per year.

Work Environment

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

Physical Requirements

(lifting, packaging, etc.) Occasional lifting, up to 50 pounds.

Additional Information

Some evening and weekend work may be required.