Administrative Coordinator

About Pennsylvania Voice: Established in 2010 Pennsylvania Voice is the 501(c)3 table for more than 55 state and localbased organizations working yearround to create a more accessible inclusive and representative democracy by amplifying the voices leadership and expertise of communities that have historically experienced deliberate barriers to civic participation. Our partnership is grounded in the belief that a fair and just society will be achieved through collective power; that democracy requires full participation and equitable representation; and that the pathway to power in the Commonwealth of Pennsylvania must include Black Indigenous Latinx and AAPI communities.

Together we win shared policy and civic engagement victories to build longterm power.

A team of experienced organizers and strategists staff Pennsylvania Voice. We coordinate support convene and cocreate with a diverse community of statewide and local leaders each representing distinct organizations around three program areas:

• Civic Engagement: Yearround integrated voter engagement campaigns that increase voting voter registration and participation in civic life among all Pennsylvanians and specifically Black Indigenous and communities of color.
• Voting Rights and Access: Modernizing elections to make voting more convenient and fully accessible to all.
• Reflective Democracy: Investment in community leadership and governance that is accountable to community interests and needs.

An explicit commitment to racial equity frames our partnership our programs and our culture.

Position Summary: Pennsylvania Voice seeks a proactive and detailoriented Administrative Coordinator to provide essential support to the Executive Director (ED) Chief of Staff (CoS) and organizationwide initiatives. The Administrative Coordinator will play a pivotal role in ensuring the smooth operation of organizational processes managing communications and supporting special projects. This role requires a high level of organization time management and adaptability. The Administrative Coordinator will report to the Chief of Staff and will divide their time across three key areas: Executive Director Support (40%) Chief of Staff Support (40%) and Organization Administration (20%).

Central Responsibilities of the Administrative Coordinator:

Executive Director Support (40%):

• Manage scheduling calendar coordination and travel logistics for the ED.
• Take notes during meetings and ensure timely followups on action items.
• Reconcile credit card transactions and classify expenses by program area.
• Act as the primary point of contact for the ED managing communications when the ED is unavailable.

Chief of Staff Support (40%):

• Assist in implementing and executing special projects led by the Chief of Staff including organizationwide retreats.
• Support crossdepartmental initiatives by ensuring effective coordination and tracking progress.
• Take notes during meetings and compile summaries for team reference.

Organization Administration (20%)

• Schedule and document leadership team and organizationwide meetings.
• Coordinate logistics and take minutes for board meetings.
• Manage office supplies and oversee staff appreciation efforts such as gifts and cards.
• Provide additional support for general organizational operations as needed.

Qualifications: We are seeking candidates who excel in administrative operations and systems are organized excellent problem solvers and strong project managers. Specifically the ideal candidate will bring:

• 24 years of relevant administrative experience preferably within nonprofit philanthropic or civic settings.
• Strong organizational and time management skills including proficiency with multitasking and the ability to pivot when priorities change.
• Proficiency in Microsoft Office with an aptitude for learning new software and related technical skills.
• Demonstrated experience with managing concurrent projects and consistently meeting their deadlines while also knowing when and how to seek support as needed.
• Ability to work independently and as part of a team.
• Ability to work well under pressure while maintaining a high level of detail orientation.
• Demonstrated commitment to racial and gender equity.

Compensation and Benefits: Salary range is $65000$69000 dependent on experience. Pennsylvania Voice offers excellent benefits including full medical and dental coverage a 401(k) retirement plan and paid holidays and vacation days.

Location: Candidates must live in or be willing to relocate to Pennsylvania by the start date. While Pennsylvania Voice employees largely work from home regular inperson engagement with staff and partners across Pennsylvania is required on a regular (at least monthly) basis. Additionally Pennsylvania Voice holds regular mandatory inperson events each year. These events are generally held in our office located in Philadelphia PA but may be held elsewhere. For travel that falls outside of an employees office location Pennsylvania Voice will cover associated travel costs.

Union: Pennsylvania Voice is a unionized workplace in a collective bargaining agreement with OPEIU. This position is classified as a nonunion role and is not covered under the collective bargaining agreement.

How to Apply: Please submit your resume and a cover letter that speaks to your interest in Pennsylvania Voice and this role as well as your qualifications for the position. Submit your application materials by clicking the apply button below. Please no phone calls. If reasonable accommodation is needed to participate in the application and interview process please reach out to us at .

Deadline: Applications will be accepted until the position is filled at which time the job announcement will be removed from our website Voice is an equal opportunity/affirmative action employer. We value a diverse workforce and have an inclusive culture. Pennsylvania Voice encourages women people of color persons with disabilities people with records of arrest or conviction veterans and lesbian gay bisexual and transgender individuals to apply. Pennsylvania Voices hiring process will comply with Philadelphias Fair Criminal Records Screening Standards (Ban the Box) ordinance.