Alpha Phi Foundation



Office Coordinator

Job Title: Office Coordinator
Reports to: Executive Director
Status: Non-Exempt, Full-Time
Location: Evanston, IL

To apply, send resume and cover letter via email to noting Operations Coordinator in the subject line.

Position Summary:
The Office Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

Primary Relationships:
  • Reports to the Executive Director
  • Within Alpha Phi Foundation, the Coordinator has primary working relationships with the Executive Director, the Foundation Board, senior management team, Foundation and Fraternity staff and service providers.

Principle Accountabilities:

  • Answer calls and emails, triaging to appropriate staff members as needed.
  • Sort mail and share incoming materials with the appropriate staff person.
  • Organize all logistics for in-person board meetings (hotel, transportation, meals, etc.).
  • Work with Executive Director to facilitate creation of agenda and all supporting documents for Board calls and meetings.
  • Manage meeting room reservations and travel logistics for Board and staff as needed.
  • Monitor and fulfill merchandise orders while keeping careful track of all inventory.
  • Update addresses in both the Foundation and Fraternity's databases on a regular basis.
  • Maintain office services including the organization and ordering of supplies.
  • Manage office operational procedures through the design and implementation of policies.
  • Monitor staff timesheets, track PTO calculations and update in payroll processor.
  • Assist with coordination of logistics for Fraternity's Leadership Conferences and biennial Convention
  • Attend Fraternity leadership programming as a Foundation representative as needed.
  • Liaise with other agencies, vendors, organizations and groups as needed.

General Administration:
  • Attend Foundation staff meetings (weekly)
  • One-on-one meetings with Executive Director
  • General office work is included, as it is for all Foundation staff, such as:
    o  Filing and correspondence
    o  Answering and directing phone calls as appropriate
    o  Responding to emails within 24 hours
Additional responsibilities may be assigned.

Technology Used:
Expected to be proficient with Microsoft Suite programs and ability to learn The Raiser's Edge and Luminate Online.

  • Bachelor's Degree.
  • Minimum two years of office experience preferred.
Other Skills:
  • Practical knowledge of annual giving operations.
  • Excellent customer service skills.
  • Experience with donor database software.
  • Must be able to work evenings and weekends.