Office Administrator

Position Title: 
Office Administrator
Organization Name: 
Kendrick Foundation

The Kendrick Foundation Office Administrator is a part-time, hourly position (approximately 20 to 25 hours per week; maximum of 29 hours per week) responsible for professionally providing administrative and operations support to Kendrick Foundation initiatives including grants, scholarships, and community leadership as well as handling general administrative duties, office maintenance and upkeep, etc.

Under the direction of the Executive Director, this new position will support:

  • Grants
    • Update program forms in Smarter Select for competitive grant applications
    • Create evaluation report summaries
    • Coordinate Grants Committee meetings and take professional minutes
    • Draft grant agreements and/or amendments for awardees and track, including loan forgiveness
    • Schedule grantee meetings and coordinate related activities
  • Scholarships
    • Update program forms in Smarter Select for competitive scholarship applications
    • Create evaluation report summaries
    • Coordinate Scholarship Committee meetings and take professional minutes
    • Draft scholarship acceptance form
    • Review scholarship payment requests and track payments
    • Track scholar volunteer hours
    • Plan the annual scholar banquet
  • Community Leadership
    • Support the Morgan County Mental Health Task Force
      • Attend meetings and take professional minutes
      • Collect workgroup meeting notes and send to Executive Committee
      • Maintain task force and workgroup rosters and communications lists
      • Schedule full task force meetings
      • Reserve meeting locations
      • Organize coffee/food/snacks for meetings/events
      • Send meeting information to task force via email
      • Track and build task force membership
      • Help promote the task force in the community
    • Attend and/or support other community efforts as requested
  • General/Office Admin and Maintenance
    • Create, update, and retain records and databases with personnel, financial, and other data
    • Process and submit invoices and requests for payments through
    • Schedule virtual and in-person meetings and send out notifications as requested
    • Prepare any materials, presentations, etc. as requested
    • Document meetings by taking professional minutes
    • Support event planning
    • Maintain inventory of office supplies and place orders when necessary
    • Ensure office equipment (IT network, computers, internet, copier, phones, etc.) is maintained and functioning optimally
    • Produce timely reports, prepare presentation/proposals, and oversee special projects as assigned
    • Open and route incoming mail, answer correspondence, and prepare outgoing mail
    • Serve as the primary contact for the security system
    • Schedule monthly cleaning services and other regular maintenance to the physical plant as needed

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time. All employees are expected to comply with the employee handbook and policies and procedures; promote a harmonious work environment; maintain a safe, clean, and healthy office space; and work with vendors and contractors to successfully conduct Kendrick Foundation business.

Requirements and Skills

  • Proven experience as an office administrator, office assistant, or relevant role
  • High school diploma; BS/BA in office administration or relevant field preferred; interest and/or background in public health a plus
  • Proven ability to work independently
  • Strong organizational skills
  • Attention to detail
  • Excellent interpersonal and communication skills
  • Highly proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Publisher, etc.) and general computer skills
  • Active listening
  • Time management
  • Service orientation
  • Critical thinking
  • Positive attitude

As a new position, the job duties will be assessed after the first six months and revised as appropriate.

Please send resume to by June 9, 2023 at 4 p.m. (EDT).

Application Deadline: 
Friday, June 9, 2023