Administrative Coordinator

Summary

Description

The Administrative Coordinator is a proactive and organized self-starter responsible for supporting day-to-day administrative tasks and special projects. This role provides general administrative support to Leadership Team—Creative Executive Officer (CEO) and Creative Operating Officer (COO)—including coordinating schedules and logistics, maintaining organizational systems, assisting with data collection and evaluation, administering contracting and accounts payable, and managing DoPT’s fiscal sponsorship program. This position reports to the COO.

The ideal candidate will be detail-oriented, resourceful, and able to manage multiple tasks efficiently. They will be a patient collaborator, a quick learner, and someone who finds joy in being helpful and supporting others. This is a remote position with occasional travel required for meetings and events (approximately 1-4 times per year). Candidates can be based anywhere in the U.S.

Hours and Compensation:
This is a regular, full-time, exempt, salaried employment position—36 hours per week. The current salary for this position is $59,000 per year, paid bi-weekly. Current benefits include flexible and compassionate scheduling; creative, artist-led staff team; Qualified Small Employer Health Reimbursement Arrangement (QSEHRA); and paid time-off, including sick leave, vacation, and holidays.

About Department of Public Transformation:
The Department of Public Transformation (DoPT), founded in 2017 and incorporated in 2018, is an artist-led nonprofit organization that works to develop creative strategies for increased community connection, civic engagement, and equitable participation in rural places. We believe in the power of rural creativity in activating solutions to address community challenges. DoPT is a multi-centered organization working on projects nationally across the United States, regionally in the Upper Midwest, statewide throughout Minnesota, and in/with Southwest Minnesota. Learn more about Department of Public Transformation at publictransformation.org

Responsibilities Include:

LEADERSHIP SUPPORT

• Provide general administrative support to the Leadership Team (CEO and COO) for daily operations, including scheduling meetings, managing calendars, taking notes, sending reminders, and preparing materials

• Assist with planning and implementing organizational and fundraising events, including (as necessary) scheduling and venue logistics, catering arrangements, invitation list management, and follow-up coordination

• Conduct directed research projects about prospective partners and funders to support organizational goals

• Support Leadership Team with relationship management by ensuring timely follow-up on commitments, coordinating communication, and helping to prioritize and track key partnerships and initiatives

• Develop a deep understanding of the organization’s operations, programs, and partnerships to proactively identify opportunities, suggest improvements, and make valuable connections that align with the organization’s goals

DATA AND EVALUATION SUPPORT

• Maintain and update organizational databases, tracking key information such as donor records, volunteer details, and program and organizational evaluation

• Assist with data collection, organization, and analysis for reports, grant applications, and organizational assessments

• Support and maintain key organizational systems such as media management and online filing systems

CONTRACTING AND ACCOUNTS PAYABLE SUPPORT

• Assist with the management of accounts payable, ensuring invoices are processed promptly and accurately

• Prepare and execute letters of agreement and contracts in collaboration with relevant staff members

• Track and maintain records of payments, ensuring alignment with the budget and proper documentation

• Work with relevant staff to ensure all payments are properly recorded and follow organizational financial procedures

• Assist with maintaining vendor relationships, handling inquiries, and ensuring timely payments

FISCAL SPONSORSHIP PROGRAM SUPPORT

• Provide administrative support for the fiscal sponsorship program, assisting with processing new fiscal sponsorship requests and client renewals

• Help track and manage fiscal sponsorship agreements, ensuring compliance with program guidelines and reporting requirements

• Support communication between the fiscal sponsorship program and sponsored organizations, providing necessary documentation and assistance as needed

• Assist with financial reporting for the fiscal sponsorship program, including tracking contributions, fees, and distributions

ADMINISTRATIVE

• Attend regular check-in meetings with supervisor

• Attend regular meetings with Leadership Team

• Attend bi-weekly staff meetings

• Other duties, as agreed upon

Qualifications:

• Positive, forward-looking, and curious approach

• High level of attention to detail, organization, and follow-through

• Proficient with spreadsheets

• Ability to work well in a team and also autonomously with minimal supervision

• Excellent written and verbal communication skills

• Willingness and ability to learn and grow to meet the changing requirements of the job

• Passionate about rural communities and creativity

• Commitment to social, environmental, and racial justice

• Technologically savvy and comfortable navigating and learning new systems

• Ability to articulate when support is needed to be successful

• A sense of humor and patience

Preferred Qualifications:

• Familiarity with Google Suite, Zoom Video Conferencing, Bill.com, Formstack

• Familiarity with the arts and culture field and/or the nonprofit sector

• Lived experience in a rural community

Hiring Timeline:

Open until filled. Priority to applications received before February 23, 2025; early submissions are encouraged. Interviews will begin in early March 2025. Start date will be on or after April 7, 2025, in conversation with the selected candidate.

How to Apply:

Please send the following items to jobs@publictransformation.org with the email subject line “Administrative Coordinator”:

• Your resume with relevant experience listed

• A cover letter that shares a bit about why you’re excited about this role, how your experience aligns with the responsibilities, and what draws you to our organization. (We’d love to hear your personal perspective and learn more about what makes you a great fit!)

• Contact information for three (3) references (who may be contacted at the finalist stage)

Please email us at jobs@publictransformation.org with questions about this position.

A PDF of the job description is also listed on our website at www.publictransformation.org/work-with-us

Department of Public Transformation is an Equal Opportunity, Affirmative Action employer.

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