Administrative Coordinator

Job Title: Chapter Administrative Coordinator

Department: Florida Chapter

Location: Remote within Florida

Reports To: Chapter Director  

Context: At the Sierra Club, we believe in the power of interdependence. Together, we remain committed to the fight for a healthy climate built on a foundation of environmental, racial, economic, and gender justice – a future where all people benefit from a healthy, thriving planet and a direct connection to nature. As the climate crisis and deeply entrenched systemic racism all fuel injustice, we will continue to fight for a bold, transformational agenda that recognizes the interconnectedness between our planet, our humanity, and our future. By recognizing that our destinies are tied, we continue to name that all things are fundamentally connected, and the overlap between ecology, race, gender, and representative government will move to either advance our collective humanity or to oppress it. Sierra Club has close to 800 staff across the country and a network of 64 local chapters that are led and fueled by thousands of volunteers. We are also proud to be a unionized employer, with three labor unions representing more than half of our employees. 

Scope: The Administrative Coordinator will work closely with the Chapter Director and Executive Committee to support the administrative needs of a growing staff and volunteer leadership team as well as a fundraising program with a goal of increasing individual major gifts and foundation support. In this role, you will support the general operations of the Chapter including responding to member inquiries, ensuring vendors are paid in a timely manner, assisting with personnel and hiring needs, and preparing reimbursement documentation to the Sierra Club Foundation. You will also assist with the administrative day-to-day operations of our fundraising program including bookkeeping needs as identified by our Chapter Treasurer, processing donations and making deposits, updating database information, and assisting with donor research.

• Enhance Chapter Operations. Processes all incoming donations and ensures all donors are acknowledged in a timely manner. Makes bank deposits. Prepares payments, processes all incoming invoices to the Chapter and ensures vendors are paid in a timely manner. Submits eligible expenses and related documentation to the Finance Department for reimbursement. Maintains financial records in compliance with Sierra Club's record retention policy. 
• Conduct bookkeeping and budget monitoring.  Work with the Chapter Treasurer, Assistant Treasurer, and Chapter Director to assist in developing, implementing, and monitoring the financial state of the Florida Chapter.  Including but not limited to updating expenses, monitoring revenue and donations, processing reimbursements, and updating the Executive Committee on the financial status of the chapter. 
• Support chapter fundraising events.  Work with the Chapter Director and Development Director to ensure that fundraising events run smoothly and involve prompt follow up, accounting, and organization necessary to maintain the integrity of the chapter’s financial and fundraising reputation. 
• IT and Scheduling Support. Work with the Chapter Director and Chapter Chair to ensure that there is clear communication regarding scheduling of meetings, communication with members, and event promotion and confirmation.  Including but not limited to organizing the Chapter calendar, invites, zoom meetings, virtual meetings, in-person meetings such as quarterly, in-person meetings, and other items that require scheduling and logistical support.  
• Manage membership and donor information. Reviews and routes incoming mail, emails and voicemails. Responds to inquiries concerning donations and membership. Updates member and donor information in Salesforce and other databases.

• Strong communication and interpersonal skills. You have strong interpersonal skills, including an ability to put people at ease in one-on-one or small group settings and a high comfort level for reaching out to donors or prospects on the phone or in person. You are able to communicate complex environmental and social justice issues and translate information to diverse audiences. 
• Event Coordination. You have successfully planned and executed events, ideally related to volunteer events, staff meetings, and donor stewardship or fundraising.  
• Highly organized and attentive to detail. You follow up on details, track small pieces of information through a system, and maintain organized records for followup and verification.
• Proficient in digital tools and bookkeeping software. You use or can learn Quickbooks, MicroSoft Excel, Salesforce, Google Suite, email and Zoom to perform the requirements of a hybrid workplace.
• Committed to evolution. You are committed to continuously deepening and evolving your own understanding of systems of oppression through study, openness, and humility. And you easily recognize your own relationship to privilege and power, examining and shifting your behaviors as appropriate.
• Uplifting and additive. You see mistakes as opportunities for growth; problems as catalysts for solutions, and inspire others along the journey. You carry a constructive approach, can-do attitude, a sense of humor, and authentic kindness wherever you go.

• Working knowledge of Florida’s donor landscape and networks. 
• Experience with digital communication specifically utilizing Canva and social media.
• Experience using digital organizing tools.
• Experience working with Salesforce, Quickbooks, NetSuite or other databases. 
• An understanding of nonprofit fundraising and compliance, including the differences between 501c3, 501c4 and PAC funding. 
• Experience with bookkeeping, budget development and management, financial reporting and systems related to expense tracking and reimbursements. 
• Passion for the environment, conservation and knowledge of environmental issues facing Florida. 
• Bilingual (preferred language, Spanish)

To Apply

The Sierra Club provides equal employment and advancement opportunities to all staff members. Employment decisions are based on merit, qualifications, lived experience and skills. The Sierra Club does not discriminate in employment opportunities or practices on the basis of race, color, creed, religion, national origin, immigration status, socioeconomic status, ancestry, age, size, sex, sexual orientation, gender, gender identity, familial status, veteran status, disability, AIDS/HIV status, medical condition, prior conviction, arrest history, traits historically associated with race, including, but not limited to, hair texture and protective hairstyles, or any other characteristic protected by law.

The Sierra Club values applicants who are people that identify as Black, Indigenous, and other minoritized groups; women; queer, transgender, gender non-conforming, and gender fluid people.

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