Administrative and Operations Coordinator

Company: Madison Approach
Location: White Plains
Posted on: February 18, 2026

Job Description:

Job Description Job Description Administrative and Operations Coordinator Job Type: Direct Hire Salary: $65,000-$70,000 annually (plus benefits) Location: White Plains, NY | Hybrid (3 days/week in office: Tuesday-Thursday) Start Date: Immediate Job Overview Madison Approach Staffing is recruiting for an Administrative and Operations Coordinator for our client, a growing nonprofit foundation dedicated to promoting equity in access to mental health training and treatment. This role provides organization-wide administrative and operational support with broad impact across executive, development, finance, and programs functions. The ideal candidate is highly organized, enjoys managing multiple projects, works independently in a fast-paced environment, and is passionate about mental health, philanthropy, and volunteerism. This position reports directly to the Executive Director and has meaningful opportunities for growth within the organization. Key Responsibilities Operations Manage donor database (Bloomerang CRM) including data entry, report generation, mass email campaigns, and donor acknowledgments Serve as liaison with bookkeepers and finance partners; share monthly donor reports and financial documentation Process accounts payable using Bill.com system; upload invoices, initiate bill payments, and coordinate with vendors (8-10 monthly) Make bank deposits and manage basic financial functions (not P&L or reconciliations) Generate and manipulate fundraising reports for development committee and board members Develop and maintain best-practice procedures and how-to guides for internal systems Administrative Support Oversee general office operations including supply management, technology needs, and office organization Cover main phone line and manage incoming inquiries professionally Coordinate scheduling, logistics, materials, and follow-up for meetings and events Prepare, print, and send email and written correspondence Assist with onboarding new employees, board members, and volunteers Support Executive Director and Development team with scheduling and project coordination Technology & Communications Assist with monitoring social media channels and updating WordPress website (backend edits, posting images) Troubleshoot basic administrative technology issues and set up software logins Provide low-intensity support to communications team with event materials and content Events & External Relations Assist with 2-3 annual events including registration support and logistics coordination Attend quarterly board meetings to take notes (4 meetings/year) Communicate professionally with potential donors and sponsors when needed Required Skills & Experience Education: Bachelor's degree preferred Experience: 3-5 years administrative and/or operations experience, preferably in nonprofit or small organization Database Systems: Experience with CRM/donor databases and comfort learning new technology platforms Technical Proficiency: Strong skills with Microsoft Office and/or Google Workspace (Docs, Sheets, Slides, Drive) Organization: Exceptional organizational and time management skills with ability to set priorities and manage multiple concurrent projects Self-Starter: Proactive problem-solver who takes ownership of projects and works independently with minimal supervision Communication: Clear, concise communicator (written and verbal) who communicates early and often Mission-Driven: Genuine affinity for mental health, philanthropy, and volunteerism - not just another "admin job" Discretion: High level of respect for confidentiality and information privacy Collaboration: Ability to work effectively as part of small team, "managing up" and across departments Preferred Skills & Experience Experience with Bloomerang, Bill.com, QuickBooks, or similar donor/financial platforms Event coordination or planning experience WordPress website management (backend editing) Bookkeeping or accounts payable background Comfort communicating with donors, sponsors, and external stakeholders Experience in mental health, healthcare, or social services nonprofit sector Ideal Candidate Profile The ideal candidate is an organized, detail-oriented "academic type" who thrives on efficiency and systematic processes. You enjoy working behind the scenes to make operations run smoothly, are comfortable with data and technology, and find satisfaction in creating order from complexity. While this role includes some external interaction, we're seeking someone who is 60% operations-focused and organized over 40% externally social. You bring positive attitude, sense of humor, reliability, integrity, and dedication to meaningful mission-driven work. Work Schedule & Benefits Full-time position: Hybrid schedule with 3 days/week in White Plains office (Tuesday-Thursday) and remote work Monday/Friday Direct hire with competitive salary of $65,000-$70,000 annually Comprehensive benefits package in accordance with organizational policy Small, dedicated team environment with engaged board and advisory committee Direct impact on all aspects of growing organization Meaningful opportunity for professional growth and development To Apply: Please submit your resume and cover letter to Madison Approach Staffing. Candidates should express their interest in mental health/philanthropy work and relevant experience. This position requires immediate availability. Only qualified candidates will be contacted for interview consideration.

Keywords: Madison Approach, Union City , Administrative and Operations Coordinator, Administration, Clerical , White Plains, New Jersey