Administrative Coordinator

ORGANIZATION DESCRIPTION

Greater Baybrook Alliance (GBA) is a community development organization whose mission is to act as a catalyst and conduit for equitable development and reinvestment in the Brooklyn, Brooklyn Park, and Curtis Bay neighborhoods and empower our residents to strengthen the Baybrook community. Guided by the 2016 Greater Baybrook Vision and Action Plan, we develop and implement highly-visible capital improvement projects to drive equitable community revitalization. Our work supports commercial revitalization, affordable housing development, increased access to public parks and green spaces, environmental justice, and public safety. Examples of this include coordinating public art installations, supporting community-led beautification projects, and rehabilitating formerly vacant buildings into thriving community assets. We also have a successful track record of leveraging funding for our partner organizations that provide direct services to the Baybrook community.

POSITION DESCRIPTION

Greater Baybrook Alliance is seeking an Administrative Coordinator (Coordinator) to support the organization’s rapid programmatic and operational growth. The Coordinator will be involved in all administrative aspects of GBA’s internal operations, under the direction of the Chief Operating Officer. The Coordinator will support accounts payable and receivable, maintain financial records, and provide administrative assistance to improve the overall functionality of the organization. The ideal candidate is detail-oriented, highly organized, and proficient in financial processes and office management. The Coordinator must have a passion for community-driven neighborhood revitalization, and understand the importance of team collaboration and working with each team member to their strengths. This opportunity would be perfect for someone looking for a fast-paced challenge, a new adventure, and personal and professional growth and development.

KEY RESPONSIBILITIES

• Document Retention and Storage
  • Maintain an organized system for storing financial and administrative records, both physical and digital.
  • Ensure all records are retained in compliance with organizational policies, grant requirements, and legal regulations.
  • Monitor the security and accessibility of financial records to ensure proper confidentiality and compliance
• Expense Reporting & Payroll
  • Monitor and manage employee reimbursements and expense reports
  • Support the timely processing of semi-monthly payroll
• Grant Reporting & Sub-Grantee Monitoring
  • Provide financial data and reports to support grant proposals and reporting requirements
  • Oversee financial activities and compliance of sub-grantees, ensuring adherence to grant terms and organizational policies.
  • Review and verify financial reports, expense documentation, and supporting materials submitted by sub-grantees.
  • Provide training and technical assistance to sub-grantees to improve their financial management capabilities.
  • Address discrepancies or noncompliance issues, escalating concerns to leadership as needed.
  • Maintain organized records of sub-grantee agreements, correspondence, and reports to ensure proper documentation for audits and reporting requirements.
• Support Annual Audit
  • Provide documentation as requested by auditors
  • Collaborate with external accountants or consultants as needed for complex tasks

OTHER RESPONSIBILITIES

• Attend internal and external meetings; take notes and distribute to the appropriate team members
• Attend and support programmatic and fundraising events
• Other administrative duties as assigned

QUALIFICATIONS AND SKILLS

• Bachelor’s degree with 1+ years experience working in the nonprofit sector; equivalent experience may substitute for education.
• Proficiency in GoogleWorkspace including Google Drive, Docs, Sheets, Gmail, and Google Calendar required; experience with Airtable, SmallPDF, and QuickBooks Online strongly preferred;
• Previous success with nonprofit financial management; experience with government grants strongly preferred;
• Exceptional organizational and communication skills;
• A self-starter who is comfortable developing administrative systems and coordinating activities with staff, Board, and volunteers;
• A highly-motivated, detail-oriented, multi-tasker with a can-do attitude and the ability to work collaboratively with a small team;
• Ability to solve problems and be self-directed, anticipating opportunities and challenges before they arise and proactively tackling those issues with minimal supervision; exercise considerable initiative, discretion and judgment in executing the functions of the job.

WORK SCHEDULE & LOCATION

This is a full-time position. GBA has a hybrid work schedule, administrative staff are permitted to work from home Mondays, Wednesday, and Fridays.

COMPENSATION

Compensation for this position is reflective of the candidate's qualifications and experience; the salary range for this position is $45,000 - $50,000. GBA’s Employee Benefits Package includes Paid Time Off (PTO); medical, dental, and vision insurance; and the opportunity to participate in the organization’s retirement savings plan.

Interested applicants should submit a cover letter and resume to Emma Simpson at apply@greaterbaybrookalliance.org. Please include Administrative Coordinator in the subject line.