Administrative Coordinator

Reports to: Executive Director
Status: Full-time, 40 hour/week, with benefits

Arrive Ministries is a Christian nonprofit seeking life transformation for refugees, immigrants, and the Church. Arrive Ministries is a refugee resettlement agency, providing resettlement services to newly-arriving refugees.

Job Summary: The administrative coordinator manages office and lobby for staff, guests and clients while also providing administrative project support for the Executive Director and Management Team. Responsibilities also including managing gift-in-kind donations and processing volunteer applications.

RESPONSIBILITIES

Administrative Projects (40%)

  1. Providing administrative support for scheduling appointments, calendar management, meeting support, note taking and preparing board reports for executive director
  2. Coordinate monthly staff meeting communication, participate in hospitality for staff events, staff birthdays and support logistics for public events as needed.
  3. Manage office supply inventory, maintain printer, postage and vehicle maintenance. Provide support for outgoing mail, receipting, site mailings, address update reporting, etc.
  4. Support management team with project overflow as assigned. 

Manage Lobby and Welcoming Guest (25%) 

  1. Greet guests to connect with the appropriate point person at Arrive, Transform MN or New Life Family Services, monitor general emails, voicemails and coordinate front desk coverage.
  2. Provide initial triage for refugee and immigrant clients to answer common questions, provide basic screening for immigration legal services and resettlement and placement clients and potential clients.
  3. Interface with refugee and immigrant clients in a culturally relevant way; serving guests with English as a second language to understand needs.
  4. Create networks with Arrive staff and other ministries in the building to acquire a basic knowledge to serve guests and potential clients.

Gift in Kind (25%) 

  1. Coordinate gift in kind requests in collaboration with the Executive Director and Director of Refugee Services to determine needs, storage and process for receiving gifts.
  2. Organize and store inventory in the donation room, purchasing items when needed and coordinating with cast managers to build welcome kits for refugee families.
  3. Provide quarterly reports on GIK to programs for audit reporting, provide donation receipting for gifts and follow up with thank you cards

 Volunteer Processing (10%)

  1. Support program staff in managing volunteer inquiries and enter into the database assigning volunteers to specific program areas.
  2. Send out volunteer applications and links to process background checks for volunteers and interpreters, tracking completion; maintaining volunteer files for all ministry areas.
  3. Coordinate volunteers for donation room and office support.

 KNOWLEDGE AND SKILLS

  • Demonstrated relationship with Jesus Christ
  • High School diploma required. Associates or Bachelor’s degree preferred
  • Two+ years of experience in managing an office environment, coordinating administrative projects and supporting executive staff.
  • Excellent time management, organization, and problem-solving abilities
  • Demonstrated ability to work independently, communicate professionally (verbal and written), take initiative, and build collaborative professional relationships with internal and external partners
  • Cultural competency in working with refugee and immigrant families. Patience and compassion with people in transition and limited English capabilities.
  • High competency in database functions, creating and maintaining Excel spreadsheets and utilizing Microsoft Office products
  • Able to speak, read, and write fluently in English
  • Agree with and adhere to Transform Minnesota’s Statement of Faith, Core Values and Code of Conduct

November 15, 2022
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