Administrative Coordinator

The Administrative Coordinator provides administrative support for financial operations, the executive team, and human resources administration at Tree House Humane Society. This role is well-suited to a detail-oriented self-starter who is eager to learn and grow across multiple functional areas. 

The Administrative Coordinator oversees day-to-day administrative workflows, exercises independent judgment to troubleshoot and resolve issues as they arise, and uses modern workplace technology, including approved artificial intelligence tools, to make administrative work more efficient, consistent, accessible and impactful.

This role supports basic financial operations and reporting, provides executive support, including meeting preparation, event scheduling, and logistics, and supports HR administrative functions such as recruiting and onboarding coordination and personnel file administration. The Administrative Coordinator is also expected to identify repetitive or inefficient administrative processes and, with appropriate guidance and oversight, improve them using existing technology, AI-assisted tools, templates, automation, and standardized workflows rather than recreating processes manually.

The Administrative Coordinator reports to the Director, Technology & Administration, and receives HR-related work direction from the Director, People & Culture, and administrative requests from the CEO. This is an in-person position at the Tree House shelter.

Financial Operations

• Support basic financial operations tasks, including gift entry processing, invoicing, expense tracking, and reconciliation, with training provided to build proficiency over time.

• Maintain accurate and organized financial records and documentation in support of organizational reporting needs.

• Assist with routine financial administrative tasks including deposits, bank transactions, and others as assigned, escalating discrepancies or complex issues to the appropriate team member. Drive to and from the bank as needed to complete transactions.

• Use approved technology and AI-assisted tools, when appropriate, to organize financial information, prepare routine documentation, identify potential discrepancies, and support preliminary reporting, while verifying accuracy before information is entered into financial records or shared with others.

• Coordinate meetings and events for organizational leadership, including calendar management and logistics for internal meetings and gatherings. 

• Support Board meeting preparation, including assembling materials, coordinating logistics, and supporting follow-up activities.

• Provide general administrative support to the Director, Technology & Administration, and other organizational leaders as assigned.

• Identify recurring administrative needs and recommend opportunities to simplify, standardize, or improve related workflows.

Administrative and Tech Support

• Coordinate technology-related onboarding and offboarding logistics, including equipment preparation, account provisioning requests, and tracking completion.

• Coordinate shared organizational resources, including office equipment, meeting technology, shared devices, and mailing systems.

• Analyze recurring office, workspace, or administrative issues and recommend process improvements to relevant supervisors.

• Look for opportunities to reduce repetitive administrative work through better use of existing systems, integrations, forms, templates, automation, and approved AI-assisted tools.

• Drive to local locations to drop off or pick up organizational materials, equipment, and supplies as needed.

People Operations

• Support recruiting and onboarding administration, including scheduling interviews, coordinating candidate communication, and preparing onboarding materials and new employee access.

• Maintain personnel files and HR documentation in accordance with organizational policy and applicable recordkeeping requirements.

• Support HR data entry and administrative tasks within ADP and other HR systems as directed by the Director, People & Culture.

• Administers payroll and timecard review processes.

• Maintain confidentiality and exercise discretion when handling sensitive personnel and financial information.

• Use AI and other technology responsibly and in accordance with Tree House policies regarding privacy, confidentiality, data security, records management, and responsible AI use.

• Review AI-generated information for accuracy, completeness, appropriate tone, and context before it is relied upon, distributed, or entered into organizational records or systems.

• Commitment to the mission, values, and goals of Tree House Humane Society.

• Detail-oriented, organized, and able to manage multiple priorities and deadlines.

• Maintain confidentiality and exercise sound judgment in handling sensitive financial, personnel, and organizational information.

• Strong communication, interpersonal, and problem-solving skills.

• Eagerness to learn new systems and functional areas, with the flexibility to support a range of administrative needs.

• Valid driver’s license and eligibility to drive for Tree House under its vehicle insurance requirements to conduct the required driving duties in this job description

• Demonstrated experience in an administrative, coordinator, or support role.

• Ability to learn financial administration processes and systems with training and support.

• Experience supporting scheduling, meeting logistics, or executive-level administrative needs preferred.

• Comfortable working with confidential personnel and financial information.

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, Human Resources, or a related field; or an equivalent combination of education and experience.

• Two (2) or more years of administrative, coordinator, or office support experience.

• Experience with Microsoft 365, Google Workspace, or comparable office productivity platforms.

• Demonstrated comfort learning and applying new workplace technologies, including generative AI and automation tools, to solve practical administrative problems.

• Experience working or volunteering within a nonprofit organization is a plus.

• This position routinely uses standard office equipment and technology, including computers, mobile devices, telephones, printers, scanners, audiovisual equipment, and related technology systems.

• Employee is regularly required to communicate effectively in person, by telephone, video conferencing, and through written communication.

• Regularly required to sit, stand, walk, bend, reach, and move throughout office, shelter, clinic, and facility environments.

• Must be able to occasionally lift, carry, and move equipment, supplies, and materials weighing up to 25 pounds.

• Work is performed in an office environment located within an active animal shelter and veterinary clinic setting. Exposure to animals, animal allergens, cleaning products, and moderate noise levels should be expected.

• Position may occasionally require access to mechanical, storage, technology, and operational areas of the facility in support of organizational infrastructure, security, technology, or operational needs.

• Occasional local travel, evening meetings, and weekend work may be required to support stakeholder meetings, organizational events, technology implementations, emergencies, or operational priorities.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Oversees administrative workflows with reliability and consistency. Manages complex logistics and competing priorities, exercising substantial operational judgment to keep work on track.

Uses technology thoughtfully to make work easier, faster, more consistent, and more useful. Looks for opportunities to simplify repetitive or inefficient processes rather than defaulting to manual work. Experiments appropriately with approved AI and digital tools, evaluates results critically, documents successful approaches, and shared improvements that can benefit others.

Independently troubleshoots issues in real time and problem-solves new or novel challenges. Knows when to resolve an issue directly and when to escalate, exercising sound judgment throughout.

Communicates clearly and professionally with staff, leadership, and external contacts. Builds trust by handling confidential and sensitive information with discretion across financial, executive, and HR support functions.

Approaches new functional areas, like financial operations, with curiosity and a willingness to learn. Adapts quickly to evolving priorities and takes initiative to build proficiency over time.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Tree House Humane Society is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. Tree House Humane Society does not discriminate against any individual with respect to the terms and conditions of employment based on that individual’s race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local, or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Tree House Humane Society is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.