Administrative Coordinator

What is this job? 

As an integral member of the Marketing and Development (MAD) team, the Administrative Coordinator is responsible for the timely processing and acknowledgment of gifts, as well as administrative support in the areas of marketing, special events, and the general operations of the Marketing and Development team.

What is this company?  Everstand? 

Everstand is not a federal or state agency. It is an independent not-for-profit organization that serves over 1,000 children annually across 12 locations.  You would join about 800 teammates across DC, MD, PA, and WV that empower youth and their families to flourish within their community.

What does the benefits package look like? 

• Accrue vacation at the rate of three weeks per year, plus two floating holidays to use, plus 10 paid holidays when Everstand is closed.  That is over 30 days of time off per calendar year! 


• Paid sick and bereavement leave


• Up to 3% annual match to retirement contributions


• Health insurance is available via CareFirst BlueCross BlueShield.  

What does this job do specifically?

Essential Functions

• Model and act in accordance with Everstand’s core values of safety, empathy, relationships, and impact.


• Honor differences, acknowledge uniqueness and amplify all voices. Participate in training and group experiences that explore Equity, Diversity, and Inclusion (EDI) topics. Model the use of inclusive language.


• Demonstrate and practice Everstand’s leadership mindset: “Choose kindness. Solve problems and learn together. Make it happen.”

Essential Functions – Gift Entry and Database Administration (60%)

• Ensure the accurate and timely processing of donations, pledges, pledge reminders, payments, and gift receipts, and donor acknowledgments, adhering to best practices in gift processing, data management, and donor stewardship.


• Compile Daily Gift Report for Marketing and Development team, as well as other key internal stakeholders.


• Serve as the liaison with the Finance Department for monthly reconciliation of gifts.


• Manage recurring monetary gift program for all donors and prospects via Raiser’s Edge. Ensure monthly draws are completed and that any exceptions or errors gifts are brought to the attention of the appropriate staff member for further donor follow-up.


• Design and perform maintenance and data cleanup protocols for Raiser’s Edge including but not limited to deduplication of records and NCOA updates.


• Produce clean, de-duplicated mailing lists from Raiser’s Edge.


• Manage inventory of stationery items required for gift processing, acknowledgments, and stewardship programs.


• Assist with data cleanup projects under the direction of the Senior Director of Marketing and Development.


• Manage event responses and registration, as well as maintain attendee listings.

Essential Functions – Marketing Support (20%)

• Liaise with print and promotional vendors to obtain timely quotes and proofs of marketing materials and collateral.


• Serve as the point of contact for Everstand’s Online Storefront through Strategic Factory (e.g., ordering, inventory, staff permissions, etc.).


• Place orders for business card requests submitted via the Marketing Request Form.


• Fulfill internal promotional supply requests for marketing materials (e.g., promotional items, branded apparel, printed collateral, etc.) submitted via the Marketing Request Form.


• Fulfill external supply requests (e.g., Annual Reports, donation envelopes, Everstand Calendars, etc.) for donors, prospects, churches, community partners, and volunteers.

Essential Functions – Administrative Support (20%)

• Perform complex administrative duties, with little supervision, exercising confidentiality, independent discretion, and judgment.


• Manage the Purchase Order (PO) process for the entire Marketing and Development (MAD) team.


• Provide administrative support for meetings and events, assuming responsibility for room reservations, calendar appointments, catering/refreshments, IT/Maintenance requests, event setup/breakdown, etc.


• Manage event responses and registration, as well as maintain attendee listings.


• Take notes at bi-weekly Marketing and Development (MAD) team meetings and quarterly retreats, assigning follow-up tasks as needed.


• Assist with calendar management and scheduling for the Senior Director of Marketing and Development.


• Assist with departmental mailings (e.g., solicitations, acknowledgments, invitations, etc.), as needed.


• Provide support with monthly credit card reconciliation for the Senior Director of Marketing and Development.


• Coordinate inter-campus deliveries of materials, supplies, and collateral.

Required Education and Experience 

• Bachelor’s Degree + 1 year of relevant professional experience, Associate’s Degree + 3 years of relevant professional experience, or High School Diploma + 5 years of relevant professional experience.


• 2+ years of nonprofit and/or customer service experience strongly preferred.


• Raiser’s Edge NXT and Raiser’s Edge Volunteer Module and Event Module experience a plus.


• Proficiency with Microsoft Office Suite, Zoom, and Microsoft Teams.


• Experience with Asana (project management software) a plus.

This job description is a general outline of the duties and requirements involved in this role. A full job description will be provided to candidates during the interview process.

Everstand is an equal-opportunity employer committed to excellence through diversity. All eligible candidates, regardless of personal characteristics, are encouraged to apply for vacancies as appropriate.