Administrative and Operations Coordinator

Job Type: Direct Hire

Salary: $65,000-$70,000 annually

Location: White Plains, NY | Hybrid (3 days on-site per week: Tuesday-Thursday)

Job Overview

Madison Approach Staffing is recruiting for an Administrative and Operations Coordinator to join our client, a dynamic nonprofit foundation dedicated to promoting equity in mental health training and treatment. This role provides organization-wide administrative and operational support with broad impact across executive, development, finance, and program functions. The ideal candidate will manage projects for the leadership team, work directly with the Executive Director, and have a direct impact on all aspects of the organization with meaningful opportunities for growth in a small, mission-driven environment.

Key Responsibilities

• Organizational Support: Oversee general office operations including supply management, technology needs, and overall office organization; cover main phone line and manage incoming inquiries; prepare, print, and send email and written correspondence
• Meeting and Event Coordination: Coordinate scheduling, logistics, materials, set-up, and follow-up for internal and external meetings and events
• Vendor Management: Help administer and track vendor relationships across the organization
• Systems and Technology: Assist with monitoring social media channels and updating the website as needed; troubleshoot basic administrative technology issues; develop and update simple best-practice procedures and how-to guides for internal systems; recommend, document, and follow internal processes and practices to improve efficiency
• Finance Support: Manage accounts payable in coordination with finance partners; ensure accurate and timely review and posting of all gifts including pledges, stock, and in-kind donations; ensure accurate and timely processing of gift acknowledgements
• Human Resources and Administration: Assist with onboarding of new employees, board members, advisory committee members, and volunteers including scheduling, paperwork, and access to systems; assist with ad hoc internal finance, grant, and development reporting as needed
• Project Management: Help manage various projects for the leadership team with ability to coordinate across multiple priorities
• Additional Duties: Perform other duties as assigned by the Executive Director to support organizational goals
  
  

Required Skills & Experience

• Experience: 3-5 years of related administrative and/or operations experience, preferably in a nonprofit or small organization
• Technical Proficiency: Strong proficiency with Microsoft Office and/or Google Workspace (Docs, Sheets, Slides, Drive)
• Database Experience: Experience with database systems and comfort learning, implementing, and helping others use new technology and tools
• Organizational Skills: Highly organized with demonstrated ability to set priorities and manage time effectively; enjoys managing multiple projects simultaneously
• Problem-Solving: Strong analytic, organizational, and problem-solving skills to support sound decision-making
• Independence: Ability to work independently in a fast-paced, dynamic environment
• Collaboration: Ability to work collaboratively as part of a small team, including effectively "managing up" and across departments
• Communication: Clear and effective written and verbal communication skills; ability to meet multiple concurrent deadlines
• Confidentiality: High level of discretion and respect for confidentiality and information privacy
• Attitude: Positive attitude, sense of humor, and personal qualities of integrity, reliability, and dedication to mission-driven work
  
  

Preferred Skills & Experience

• Bachelor's degree
• Experience working in nonprofit organizations, particularly foundations or mental health organizations
• Experience with donor database systems or fundraising software
• Familiarity with social media management and content management systems
• Experience supporting executive-level staff
• Knowledge of nonprofit finance, accounting, or development operations
• Background in mental health, psychology, or healthcare sectors
  
  

Work Schedule & Benefits

• Full-time position
• Hybrid schedule: 3 days per week on-site in White Plains office (generally Tuesday through Thursday) with option to work remotely on Mondays and Fridays
• Competitive benefits package offered in accordance with organizational policy
• Opportunity to make direct impact on organizational success and growth
• Collaborative work environment with engaged board and advisory committee
  
  

To Apply: Please submit your resume and cover letter to Madison Approach Staffing. Only qualified candidates will be contacted for interview consideration.