Administrative Coordinator

Gathering Waters seeks an Administrative Coordinator who is highly organized, a team player, and can juggle a wide range of tasks. Primary responsibilities will include office management, logistics for board and staff meetings, and assisting with IT, HR, and finance-related tasks. The Administrative Coordinator reports to the Executive Director.

Responsibilities

Office Support

• Staff the front desk at the office, greet visitors, respond to general phone and email inquiries, and manage routine correspondence
• Manage office supplies and logistics
• Sort and distribute mail, and oversee shipping and receiving
• Maintain vendor relationships, contracts, and up-to-date contact information
• Work with contractors to maintain office and IT equipment, including computers, copier/printer, phone system, and other hardware

Board and Staff Support

• Coordinate logistics for quarterly board meetings and regular staff meetings
• Assist with intern and volunteer oversight
• Support onboarding of new staff and board members
• Support HR functions, including benefits administration

Administrative Support

• Prepare checks for deposit and manage bill payments
• Process monthly credit card bills
• Maintain administrative records
• Assist in maintenance of internal financial documents

All Gathering Waters staff members participate in certain team activities, such as staff meetings, and are expected to participate in and assist with our events (e.g. the annual Wisconsin Land Trust Conference).

Minimum Experience Preferred

• One to two years in administrative support and/or office management experience
• Experience with financial software programs such as QuickBooks
• Experience with Microsoft Office Suite and Google Suite
• Basic knowledge of IT equipment and systems

Compensation

This is a part-time, hourly position at $25.00/hour. Hours may vary from week to week, but will average 20-25 hours per week with a limited number of exceptions (e.g., attendance at our annual conference).

Additional Information

All hours for this position are expected to be completed in-person in our office in Madison, Wisconsin, unless travelling for off-site work-related events. The weekly and daily schedule can be flexible based on the candidate’s preferences, but generally we are seeking someone who can work a consistent schedule several days per week.

Applications will be reviewed on a weekly basis until the position is filled. Tentative start date: Monday, May 19, 2025. To apply, submit a resume and cover letter via email to info@gatheringwaters.org with “Administrative Coordinator Application” in the subject line. Incomplete applications (not including both a resume and cover letter) will not be considered.