Administrative Coordinator

Flourish with us as our Administrative Coordinator!

Join our team of dedicated professionals in strengthening our community for current and future generations by helping people make a difference in the lives of all.

As the Administrative Coordinator, you will provide high‑quality administrative support to the Vice President of Community Engagement and the department. This position manages scheduling, logistics, nonprofit programs and training support, and day‑to‑day operational needs for the Foundation’s community engagement activities. This is an internally focused role, helping to strengthen the community engagement department’s operations and overall efficiency.

If you have at least three years of relevant experience and are proficient in Office 365, we want to hear from you! Qualified candidates must also have experience coordinating projects and events. Experience working with CRM software systems is a plus! Please see the detailed job description below.

We have been certified since 2022 as a silver-level Employee Friendly Workplace by the Fox Cities Chamber of Commerce. This certification recognizes employers who demonstrate a significant commitment to promoting work/life integration by creating a positive work environment and experience for all employees.

We offer a flexible and hybrid working environment. Our team currently works in our office at 4455 W. Lawrence Street in Appleton, WI, or remotely in the Fox Valley area. In addition to a flexible working environment, it is important to us to offer a generous benefit package to our team members. Our current package includes medical, dental, and vision insurance, 401(k), paid time off, paid volunteer hours, and professional development. This position is a full-time, benefits eligible position. The starting pay is $23.70 per hour. A start date no later than April 2026 is preferred.

We are excited to learn more about your experience! Please submit your resume and cover letter to the email address shown after clicking on the “Learn How to Apply” button below using the following email subject line: Administrative Coordinator.

Job Description

POSITION TITLE: Administrative Coordinator
DEPARTMENT: Community Engagement
LOCATION: Community Foundation for the Fox Valley Region, 4455 W. Lawrence St. Appleton, WI  54914
REPORTING TO: VP of Community Engagement
FLSA CLASSIFICATION (EXEMPT OR NON-EXEMPT): Non-Exempt
CLASSIFICATION: Full-Time Benefits Eligible
LAST UPDATED: January 2, 2026

POSITION SUMMARY

The Administrative Coordinator is part of The Foundation’s dedicated team of professionals who work together under the core values of belonging, integrity, respect, stewardship, and teamwork, to support the strategic direction and mission of the Foundation, strengthening our community for current and future generations by helping people make a difference in the lives of all.

The Administrative Coordinator is responsible for providing excellent administrative support to the VP of Community Engagement. The individual works independently and as part of the community engagement department to coordinate the day-to-day operations of the department related to nonprofit and community engagement, nonprofit programming and training, organization and grant database admin, and supporting other functions within the team and Foundation. The Vice President of Community Engagement will provide strategic direction and planning guidance to ensure alignment with the Foundation’s strategic development.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Fundamental Responsibilities

• Work with the VP to coordinate and oversee the general administrative support of the Community Engagement department.
• Serve as primary intake and information coordinator for community outreach calls and emails, including monitoring the department inbox, assisting with identifying needs, delegating to the appropriate team member, and coordinating schedules.
• Plan, arrange, schedule, and support relevant department and committee meetings, including arranging meetings, developing meeting materials, and taking associated meeting minutes and actions.
• Coordinate within the Foundation to ensure efficient administrative processes, including:
• Finance team on invoice processing, donation receipt, and event registration tracking.
• Database Operations teams on database entry and reporting, nonprofit profile updates, and creating and managing campaigns
• Nonprofit Leadership Initiative team to plan, arrange, schedule, and support programming as needed.
• In general, to oversee data, spreadsheets, reports, and communications for the Community Engagement department.
• Build and strengthen relationships with nonprofit partners through conversations, and participation in community events and activities.
• Proactively identify and lead process improvement opportunities focused on achieving maximum efficiency results.
• Provide periodic back-up assistance in front desk coverage, to include answering phone calls, assisting visitors, opening/closing the office, and providing office coordination assistance as needed.
• Support Community Engagement team members with a full range of professional services and support related to the department and Foundation’s strategic direction, mission, and goals.

This job description describes the general nature and scope of responsibilities for this position. Please note other duties and responsibilities may be assigned or removed at any time.

EDUCATION AND/OR EXPERIENCE

• A minimum of three years of combined experience with project coordination, nonprofit development, database management, administrative support experience or a related field is required.
• Proficient use of Office 365, including Word, Excel, SharePoint, Outlook, PowerPoint, and Teams, and virtual meeting platforms such as Microsoft Teams.
• Proficient with project and event coordination and communication.
• Experience working with CRM software systems and relational databases, such as Foundant, is a plus

KNOWLEDGE, SKILLS, AND ABILITIES

• Able to demonstrate belonging, integrity, respect, stewardship, and teamwork throughout work and interactions.
• Excellent written and verbal communication skills.
• Willingness and enthusiasm to learn and contribute.
• Ability to engage and interact with internal teams to resolve issues timely and accurately, while working independently with minimal supervision
• Effective time management to handle multiple concurrent projects, deadlines, and often changing, daily tasks and priorities in a fast-paced team environment.
• Continuous improvement skills for process efficiency.
• Excellent organizational skills and keen attention to detail.
• Ability to handle sensitive and confidential information and maintain a high level of confidentiality

WORK ENVIRONMENT AND JOB SPECIFICATIONS

The work environment and job specifications listed below are representative of those that must be met by an employee, with or without accommodations, to successfully perform the essential functions of this job. 

• Primarily perform work in an office environment.
• Frequently move around the office and access or use computers, office equipment, and any other pertinent supplies, space or equipment used to perform the duties of the position
• Work with frequent interruption
• Sit for long periods of time
• Lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds
• Travel occasionally to surrounding area businesses for events, meetings, etc.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.