Hiring for Office Coordinator

We are searching for an Office Coordinator. If you’re interested in joining our incredible team and working with a well-respected organization in Park City, please apply! Please see the job description and how to apply below.

Office Coordinator

Full-time, exempt position

Work Location and Hours: This position reports Monday – Friday to the physical office location in Park City, UT.  Occasional evenings and weekends may be requested, with flex-time offered, as aligned with our core value and commitment to work-life balance.

Compensation: $45,000 – $55,000 + benefits. We offer excellent benefits, including health, dental, paid time off, 401K match, flexible work culture, and investment in continued professional education.

About Us: Park City Community Foundation extends a fun-loving and hard-working environment for growing professionals who seek to engage in purpose-driven work. Here you’ll find the opportunity to be part of a dedicated staff team, passionate about making a meaningful impact in our community and committed to lifting each other up to grow personally and professionally. Learn more about our work at parkcitycf.org.

Job Description: This position coordinates Park City Community Foundation’s core office systems, including physical/virtual office space, financial transaction processing (Accounts Payable and incoming gift processing), internship program, insurance, and board meeting prep work. This position will also assist the finance department in HR/benefits and other various finance-related work. The Office Coordinator will frequently interact with Community Foundation board members, fund holders, donors, and nonprofit leaders. Accuracy, efficiency, team-orientated approach, and, most of all, the integrity of this individual are key to the Community Foundation’s continued growth and positive impact in greater Park City and Summit County. A primary function of this and every position at Park City Community Foundation is to ensure that each donor, grant recipient, volunteer, guest, and visitor receives the highest caliber of service.

Responsibilities:

Office & Facility

• Oversee day-to-day tasks such as opening mail, ordering office supplies, coordinating internal meetings, and scheduling office/conference space.
• Greet visitors, answer phones, and engage appropriate team members for resolution.
• Manage physical office, conference rooms, desks, and storage.
• Initiate and maintain Green Business compliance.
• Oversee insurance, including pricing, coverage, renewals, and compliance.
• Maintain the active status of business permits and licenses.
• Oversee landlord relationship/payment and office cleaning and maintenance.

Finance & Donor

• Handle accounts payable, bank, and merchant account reconciliation, including weekly processing of invoices, check disbursements, and credit card reconciliations.
• Weekly bookkeeping, including gift processing and tax acknowledgment letters, safeguarding checks, and ensuring timely bank deposits.
• Collaborate with Development and Finance teams to maintain the accuracy of the organizational databases of accounts, individuals, and organizations.
• Work closely with the Finance Director and VP of Finance on improving system processes, managing Fiscal Sponsorships, and overall accuracy of financial records.
• Complete annual renewals, including various state licenses, permits, and professional dues/subscriptions.
• Scan and retain digital files and maintain the organization of online filing.

Human Resources

• In partnership with the Finance Team, maintain accuracy of employee payroll system.
• Coordinate onboarding of new staff members and interns, adhering to all federal and state legal requirements, in partnership with the Finance Team and CEO.
• Distribute required disclosures to staff regarding benefits and payroll changes from the payroll system.
• Monitor the accuracy of Employee Handbook, updating periodically in collaboration with leadership, ensuring core values of the Community Foundation are implemented as well as compliance with all federal/state laws.
• Collaborate with team members on delegating tasks and attend educational trainings to further knowledge base when appropriate.

Administrative Duties

• Manage office calendar, organizing and facilitating other logistics for staff meetings, board meetings, and other events.
• Assist in scheduling and calendar maintenance for our CEO
• Assist in office celebrations, event planning, and management as needed.
• Be an enthusiastic team member assisting with duties as assigned for organization-wide events, including Live PC Give PC.
• Represent the values and culture of Park City Community Foundation, internally and externally.
• Other duties as assigned

This job description is intended to be general and is subject to periodic updating. The Community Foundation fosters a team mentality, where team members assist one another and share or temporarily transition responsibilities to ensure that community, fundholder, donor, management, and board expectations are met or exceeded.

Qualifications

• Ages 18+
• Valid Drivers’ License
• High level of proficiency in Excel, Outlook, and Word and ability to learn new programs
• Able to balance priorities, multi-task, and follow process documents for weekly and monthly tasks
• Excellent verbal and written communication skills, both in speech and in writing
• Comfort and enjoyment of administrative tasks, including data entry, filing, and more
• Commitment to Diversity, Equity and Inclusion in office practices and culture

Skills Required for Success

• Excellent interpersonal skills, with a high level of confidentiality, discretion, and professionalism
• Able to work as a team in a collaborative environment.
• Ability to thrive in a fast-paced work environment and maintain a positive attitude
• Exceptional time‐management and organizational skills, including the ability to plan, organize and prioritize workload
• Excellent problem‐solving skills and the tenacity needed to achieve resolution
• Extreme attention to detail
• Ability to work both independently and as a member of a team

Park City Community Foundation is an equal opportunity employer committed to building a team that represents a diversity of thought, experience, and personal background. We believe in the advancement of equity, diversity, and inclusion and toward making Park City a place where all people can fully realize their aspirations. We encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions.

* All Park City Community Foundation employees are required to be vaccinated against COVID-19.

To apply, please submit your resume, cover letter, and participate in a digital interview at: https://parkcitycf.hirevue.com/signup/33kbULzWEFK7ADdEDVmbn8K/ 

The digital interview is very casual, takes about 20 minutes, and asks for a few written responses and video responses. If you have any technical or accessibility issues, please let us know and we can make a computer available to you. If you need assistance, please reach out to Andy@parkcitycf.org.