Administrative Coordinator

Position Title: Administrative Coordinator

Location: Novato, CA, on-site & hybrid

Position Type: Full-time

Reports to: Chief Operating Officer

Job Description

The National Alopecia Areata Foundation (NAAF) is seeking an Administrative Coordinator to oversee and work from the NAAF office located in downtown Novato, California. This position is responsible for maintaining an organized work environment, supporting a distributed staff team, and managing gift processing with distributed vendors.

Key Responsibilities

Administration and Gift Processing

• Coordinate the processing of state charity fundraising applications via third party vendor including collecting and submitting financial information, coordinating signatures and mailing required documents to complete the applications
• Monitor and maintain NAAF’s presence on charity watchdog rating sites and ensure that seals awarded to NAAF are annually up to date
• Coordinate the timely and accurate gift entry of donations with third party vendor
• Assist in maintaining an up-to-date enterprise-wide customer relationship management database by providing timely data entry for updates to records and documenting interactions with community members
• Research and resolve problems and customer service issues related to gift entry coordinating with the Development Director
• Reconcile monthly donation financial reports to ensure account code accuracy
• Administer gift acknowledgement process for all donations coordinating with the Chief Growth Officer and Development Director
• Research and provide data entry for all matching and workplace giving donations using appropriate vendor portals
• Provide administrative support for the annual NAAF Conference and the annual Walk For Alopecia™, including but not limited to: onsite registration, creating nametags/table tents for Board and donor meetings and events, organizing and shipping materials to and from the NAAF Conference, ordering supplies and supporting volunteers and exhibitors, and coordinating and shipping materials for the Walk For Alopecia
• Provide administrative support for posting support group meetings on the NAAF website
• Assist Chief Operating Officer with annual audit
• Meet weekly (virtually) with the entire staff and with the Operations department

Office Administration

• Manage the day-to-day operations of a small 1-person office which is largely used for mail and distribution of disease education and awareness materials
• Maintain the physical appearance of the office and serve as the point of contact for building management
• Maintain and order supplies
• Maintain and manage leased office equipment
• Receive and process mail; forward donations received at the office to the bank
• Timely shipping of Brave Barbie™ orders, Walk For Alopecia kits, educational and marketing materials to third party events and awareness activities and other miscellaneous materials
• Provide high quality customer service to requests made live through NAAF’s main phone line, phone messages, and info@naaf.org email box
• Maintain business applications, certificates, and appropriate office registrations
• Other duties as assigned by the President & CEO and Chief Operating Officer

Travel

Minimal – a couple of times throughout the year for conference and/or team meetings.

Qualifications

Education and Experience

• High school diploma or equivalent; bachelor’s degree or equivalent work experience preferred
• At least 2-5 years of experience in an office environment; non-profit experience preferred.

Skills

• Excellent technical skills and experience include working knowledge of Microsoft Office (Word, Excel, PowerPoint), Outlook, Adobe software, SharePoint and virtual meeting software (i.e., MS Teams, Zoom, Calendly)
• Ability to manage multiple tasks and deadlines simultaneously
• Ability to take initiative and to work productively alone in an office setting
• Ability to identify problems and propose solutions independently
• Advanced data entry and reporting skills in Salesforce or similar customer relationship management software
• High attention to detail
• Ability to maintain confidentiality
• Excellent organizational and communication skills (English speaking)
• Ability to work independently and in a distributed team environment
• Ideally has a sense of humor and high emotional intelligence

Compensation:

Salary range: $62k-$70k annually

Benefits/Why you should apply:

• Be a part of a mission-driven, dynamic, and passionate team.
• Join the largest alopecia areata advocacy organization in the world with four decades of success as the voice of the alopecia areata community.
• Competitive compensation.
• Comprehensive benefits package including Medical, Dental and Vision.
• Generous paid time off.
• 401(k) retirement plan.

How to Apply

Apply by completing the Indeed application and attach a cover letter. You may also email a cover letter and resume to hr@outfitters4.com.

NAAF is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age (40 and older), disability, veteran status, or any other basis prohibited by applicable law. NAAF provides reasonable accommodations for qualified individuals with disabilities and for religious beliefs and observances.

If hired, must be able to demonstrate that you are authorized to work in the U.S.

This is a full-time, hybrid position, but candidates must either reside in Marin County, California or within a reasonable commuting distance to facilitate in-person work in the NAAF office at minimum 4 days per week.

NAAF has a distributed workforce and is based in Novato, California.

About the National Alopecia Areata Foundation

The National Alopecia Areata Foundation (NAAF) drives research to find a cure and accessible treatments for alopecia areata, supports those impacted, and educates the public about the disease. Founded in 1981, NAAF is the largest alopecia areata patient advocacy organization in the world, connecting members of the alopecia areata community, including those living with the disease, family members and caregivers, healthcare providers, and researchers through its many programs. NAAF is recognized by the Internal Revenue Service as a 501 (c) (3) charitable organization and is recognized with the highest possible ratings by the most trusted charity watchdog organizations. For more information, please visit www.naaf.org, email info@naaf.org, or connect with NAAF on Facebook, Instagram, LinkedIn or X.

Job Type: Full-time

Pay: $62,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person