Now Hiring! CEF Administrative Coordinator

Summary: The CEF Administrative Coordinator independently performs all administrative processes in place to manage the day-to-day operations of the foundation and serves as an integral member and backbone of the organization. The Administrative Coordinator supports a variety of efforts, and must be highly organized, detail-oriented, flexible, and have the ability to work independently. This position is ideal for someone who is excellent at multitasking and has an interest in the nonprofit sector. This is a hybrid, part-time, position reporting to the CEF Board of Directors. Schedule is flexible, but some evening and weekend work will be necessary.

Responsibilities: This individual must be self-directed in a variety of roles within a dynamic environment under minimum supervision. A critical part of this role is to understand CEF’s priorities to effectively prioritize time and attention amid multiple competing programs and initiatives.

Board-related Duties:

  • Schedule and communicate about all board meetings
  • Prepare board documents including collecting information and organizing.
  • Provide administrative assistance during board meetings including taking minutes.
  • Support Presidents with scheduling meetings as necessary: create Zoom links, make reservations, gather meeting materials.
  • Lead planning, preparation, and onsite support for CEF-sponsored meetings and events (some evenings and weekends will be required).
  • Complete the onboarding of new board members and volunteers.

Administrative Duties:

  • Monitor CEF’s PO Box, phone line, and general email account: fielding/forwarding/tracking inquiries and forwarding them to appropriate board members as needed.
  • Purchase office supplies and office equipment, track inventory and maintain storage unit
  • Complete basic financial data entry in Quickbooks, make deposits, track and coordinate accounts receivable and payable, track timelines for insurance renewals and other foundation documents as necessary
  • Organize and implement record management, filing, and other administrative tasks.
  • Periodically produce and send electronic announcements, using Constant Contact, Peach Jar, or other applications.
  • Regularly update Donor Perfect constituent database and Constant Contact mailing lists to ensure all contacts are properly moved through development process and coded and updated appropriately, producing donor reports and donation receipts.
  • Reconcile financial accounts monthly.
  • Coordinate mailings, production of printed materials and promotional items.

Events and Programs Duties:

  • Support and help lead a wide range of events by setting up registration, payment, and ticketing systems, arranging for equipment/paperwork needed, rentals, food, entertainment, logistics, organizing and scheduling volunteers, preparing necessary supplies, assisting with event set up, and staffing events as needed.
  • SLICE of Summer duties: assist with setting up and managing registration system, onboarding employees, processing payroll, training and organizing volunteers, assist coordinators with administrative setup and organization, receive and organize scholarship requests, purchase supplies, parent communication, and on-site assistance as needed.
  • Annual Car Raffle duties: Administer all required paperwork and reports, distribute tickets to selling parties, set up tracking systems, track all incoming funds and ticket stubs, and coordinate location, supplies, and staffing for drawing events.

Experience and Educational Requirements:

  • Bachelor’s degree or equivalent relevant work experience in an administrative setting.
  • Professional-level experience with MS Office and G-Suite is required. Experience with Quickbooks, Donor Perfect, Wordpress, Constant Contact, and event ticketing apps, a plus.
  • Ability to take initiative to learn new programs and processes and be proactive in looking for and learning alternative software or website solutions, when necessary.

Core Competencies
Following are the core competencies necessary for success as CEF’s Administrative Coordinator:

  • Passion for education and CEF’s mission.
  • Respects, values, and contributes to CEF’s commitment to diversity, equity and inclusion.
  • Strong data entry skills; experience with data entry/Donor Perfect or other similar database software programs.
  • Excellent interpersonal skills (phone, email, and in-person); service oriented.
  • Ability to maintain confidential information and documents with discretion.
  • Ability to work independently as well as collaborate as part of a team.
  • Demonstrated ability and capacity to execute tasks with accuracy, consistency, efficiency, and attention to detail.
  • Excellent customer relations skills

Additional duties as assigned.

The pay range is $23+/hr, depending on experience and qualifications. Hours vary from 20–30 hours/week depending on the organization’s needs, especially during peak periods. The position is hybrid with an opportunity to balance office and remote work.

To apply, please send your resume with a cover letter indicating your interest in and qualifications for the position to Open until filled with review beginning on January 5, 2024.

Seeking Board Members (Ongoing)!

Are you passionate about public education? Do you enjoy being of service to your community in a meaningful way? Do you want to be part of an organization that positively impacts the educational experiences of thousands of children each year? CEF is currently looking for volunteer board members with specific skills to fill key positions. Please contact for details.

Skills we are currently looking for:

  • Most importantly, a desire to be of service to the community and time to give
  • Graphic Design (professional using Creative Cloud or highly skilled amateur with Canva and Adobe Express)
  • Running or volunteering for fundraising events and galas or planning great parties
  • WordPress programming/updating (or tech-savviness and a willingness to learn)
  • Photography/Videography
  • Non-profit Development and Fundraising (including Planned Giving)
  • Marketing and Public Relations
  • Non-profit leadership
  • School or booster group volunteer, PFA, or school site council
  • Volunteer coordination
  • Summer camp programming
  • Seeking and acquiring corporate/business sponsorships
  • And more!

Calling All Volunteers (Ongoing)!

Are you looking for opportunities to be of service to your community? Claremont Educational Foundation is looking for community members to join our Volunteer Committee and Student Volunteer Committee! We are looking for high school and college students, parents, seniors, community members, and service groups who are interested in volunteering up to two hours per month, helping with our many events and programs. Student volunteers may be able to receive volunteer service hours, as needed.

Volunteer Opportunities Include:

  • Assist in activities and pass out flyers at the CEF table/booth at community events like Claremont Pie Festival, 4th of July at Memorial Park, Claremont Village Venture, and more!
  • Graphic Design (professional using Creative Cloud or highly skilled amateur with Canva and Adobe Express)
  • Be a guide or serve treats at Chocolate Walk
  • Help with social media awareness campaigns for our events
  • Assist in activities at our annual Family Coding Night
  • Help with set up or clean up at any of our events and programs
  • Deliver flyers, yard signs, or other items to businesses in Claremont
  • Help with administrative tasks and mailings at CEF office
  • Check-in registrants at our events and programs
  • And more!

To join the Claremont Educational Foundation Volunteer Committee, please send an email with your name, contact number, and the area(s) in which you would like to help to

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