Administrative Coordinator

Job Title: Administrative Coordinator

Department: Administration

Employment Status: Regular Full-Time, Non-exempt

Location: Oakland, CA, Regular attendance in the office (generally 4 days onsite, 1 day offsite per week) This is not a remote position.

Reports to: Director of Administration and Workplace Experience

ABOUT THE FOUNDATION

The Kenneth Rainin Foundation (Rainin Foundation) is a family foundation that collaborates with creative thinkers to enhance quality of life by championing the arts, promoting early childhood literacy, and supporting research to cure chronic disease. Founded in 2008, the organization believes in taking smart risks to achieve breakthroughs. Today, with a team of over 30 and total annual grants of approximately $19.0 million, the Foundation supports visionary artists in the Bay Area, creates opportunities for Oakland’s youngest learners, and funds researchers on the forefront of scientific discoveries to cure chronic disease. Through grantmaking and operations, the Foundation embraces the values of collaboration, leveraging of all assets, innovation, responsibility and equity. Inherent in our core values is a belief in compassion, respect, humor and joy.

ABOUT THE TEAM

The Administration team supports organizational effectiveness through efficient, responsive, and inclusive operations. Responsibilities include managing office operations, overseeing internal communications, supporting organization-wide initiatives such as All-Staff events and team-building activities, and providing seamless administrative and facilities support. Working collaboratively across teams, the role helps strengthen internal systems, implement inclusive policies and practices, and ensure a well-organized, service-oriented hybrid workplace that meets evolving staff needs while fostering a positive and engaging workplace experience. The Administrative Coordinator will be a key contributor to this work, helping ensure smooth day-to-day operations across a hybrid work environment.

ABOUT THE POSITION

The Administrative Coordinator ensures a welcoming, organized, and well-functioning hybrid office by providing high-quality workplace and administrative support. This role is responsible for maintaining a clean, organized, and fully equipped workspace, delivering exceptional service to staff, guests, and stakeholders, and overseeing office vendors while partnering with building management and maintenance teams to support a positive office experience. The coordinator also supports staff meetings and events and contributes to the continuous improvement of office policies, procedures, workflows and systems by identifying gaps and applying best practices through effective use of technology.

The coordinator is a highly organized, proactive, detail-oriented professional with strong communication, interpersonal, and customer service skills, able to manage multiple priorities and follow through with accuracy. Success in the role requires strong analytical and problem-solving abilities, strong proficiency in office systems and tools (MS Office, SharePoint, Zoom, Asana or similar), and the ability to quickly learn and adapt to new technologies.

KEY RESPONSIBILITIES:

General Office Support

• Office Services and Operations:

Provide exceptional in-office staff support. Manage front desk operations, including answering phones, greeting and supporting guests, maintaining office security protocols, scheduling and confirming appointments, and responding to general inquiries. Liaise with building management and parking team to resolve issues and ensure smooth daily operations. Coordinate all office-related requests stemming from the Administrative Ticketing System. Strategy and Program Execution

• Office Space and Facilities Coordination:

Ensure all shared office spaces (conference rooms, café, supply areas, and common spaces) are clean, organized, well-stocked, accessible and fully functional. Proactively assess facility needs, coordinate repairs and maintenance, working with the Building Management, vendors and internal IT team to schedule needed services.

• Meetings and Events Coordination (Hybrid):
  Coordinate logistics for in-office and virtual meetings and events, including scheduling, room setup and breakdown, ordering food and supplies, and troubleshooting technology in collaboration with IT. Support external partner meetings and assist with office capacity planning.

• Procurement and Inventory Management:
  Oversee purchasing of office supplies, equipment, furniture, and services to support daily operations. Maintain inventory systems across office and café areas, track usage, and ensure timely and cost-effective procurement. Order and restock all areas as needed.

• Shipping, Receiving and Mail Distribution:
  Manage all incoming and outgoing deliveries, including receiving, unboxing, organizing, and distributing mail and supplies in accordance with building protocols. Sort and distribute mail in coordination with key staff, ensuring timely notification in a hybrid environment.

• Vendor Coordination:
  Manage facility vendor relationships and contracts in alignment with budget guidelines, including sourcing, coordination, certificates of insurance, and compliance with building requirements. Maintain regular communication with vendors such as building management and parking services.

• Calendar Management:
  Co-manage and maintain shared calendars and scheduling systems (e.g., conference rooms, All-Staff meetings, office access, parking).

• Office Systems and Planning:

Support office capacity assessment with the Director of Administration when meeting and events requests are submitted. Identify gaps and implement improvements to optimize usage and efficiency.

• Equipment and Technology Coordination:
  Maintain office equipment (printers, copiers, shredders, etc.), ensure all supplies are organized and stocked, and coordinate with IT and vendors for troubleshooting, repairs, and upgrades.

• Financial Support:
  Track, reconcile, and report on administrative and facilities-related expenses. Prepare and submit invoices, manage expense reporting, and coordinate approvals using systems such as Excel and Emburse. Collaborate with the Director of Administration to develop the annual administrative budget for projected office expenses.

• Storage and Records Management:

Manage and maintain onsite storage organizing downstairs space, keeping up-to-date inventories and coordinating with vendors for disposal (as needed), records retrieval and paper shredding services.

• Workplace Safety and Compliance:
  Implement office and safety procedures, coordinate CPR certifications, and support a healthy, safe work environment; serve as Rainin’s safety ambassador/floor warden and participate in building trainings. Lead annual reviews of safety protocols and ensure compliance with building standards. Inventory, restock and maintain all relevant first aid supplies and PPE.

Administrative Project Support

• Administrative and Office Services Efficiency:

Identify gaps and support implementation of effective office workflows, administrative processes, tools, and protocols to improve operational efficiency. Research, coordinate, and execute office-related special projects as assigned.

• Food Service Management:
  Manage the food program in alignment with departmental strategy and dietary needs, fostering an inclusive and connected workplace culture. Ensure high-quality, thoughtfully sourced options through vendor procurement and relationship management. Coordinate food logistics for board meetings, staff meetings, and events; track vendor performance; and maintain clean, organized, and well-presented food spaces.

• Teambuilding Support:

Support planning and implementation of organization-wide teambuilding initiatives, including both in-person and remote activities. Research, coordinate, and administer staff gifts throughout the year, including identifying vendors who align with our values, preparing materials, managing logistics, and ensuring timely distribution to staff.

• Staff Wellness and Engagement:

Support the planning, coordination, and execution of organizational wellness initiatives, including wellness programming, staff engagement activities, and related logistics, in collaboration with the Administration team and cross-departmental partners.

• Executive Support (1-2 hours per week)

Support Chief Program Officer with calendaring and scheduling, organizing meetings around travel dates and reconciling expenses.

Impact and Evaluation

• Assist in identification of operational inefficiencies in administrative and project management workflows.

• Support implementation of Administration Department evaluation to assess effectiveness, especially around impact of office management, teambuilding, office safety and the Organizational Synergy Circle.

• Assist in the strategic planning, annual workplan and tracking process related to office usage, services, and programs to inform planning and continuous improvement.

Team and Sector Leadership

• Facilitate meetings by guiding discussions, gathering relevant information, aligning team objectives, and defining actionable next steps to drive progress.

• Provide peer support to fellow administrative professionals across the organization, sharing best practices and learnings.

• Demonstrate strong planning, operational efficiency, transparency, and accountability by researching and recommending equipment, appliances, and supplies that align with organizational needs and strategic goals.

• Efficient and effective communication with staff to ensure seamless office experience.

• Manage day-to-day issues with office vendors (e.g., cleaning service, plants, supplies, kitchen/cafe, etc.) to meet organizational needs.

• Promotes diversity, equity, and inclusion both internally and among our stakeholders in the community, in alignment with organization's values.

We’re looking for someone
who brings…

Interpersonal, Team and Customer Orientation Skills- Commitment to providing the highest level of customer satisfaction. Ability to use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff, vendors, and Foundation stakeholders. Ability to problem solve. Able to work independently as well as collaboratively and as part of a team. Commitment to diversity, equity and inclusion in a work environment.

Communication Skills- Strong communication (verbal and written), decision-making, interpersonal, conflict resolution and time management skills. Experience writing clear, accurate, and complete messages and instructional information to different audiences. Able to conduct short presentations at All-Staff meetings.

Analytical/Problem-Solving Skills - Ability to maintain accuracy and attention to detail when completing multiple assignments. Ability to evaluate situations, recommend solutions and ask for support as needed. Able to analyze and reconcile data using excel or other systems.

Technical Skills - Well-versed in office management principles, departmental procedures and policies and able to actively discover new ways to do the job more efficiently. Ability to handle shifting and multiple priorities in an often fast-paced environment. Experience managing projects across departments and with external partners.

Personal Skills/Work Habits – Strong organizational skills. Flexible, innovative, detail-oriented, and well organized. Demonstrated ability to work in a highly collaborative manner in a dynamic organization. Ability to prioritize and manage projects and tasks and follow through with accuracy and discretion in a timely manner.

Computer and Software Application Skills – Demonstrated ability with learning functional tools and software applications. High level of proficiency with office equipment, computer applications especially MS Office suite (Outlook, Excel, Word, PowerPoint, SharePoint), Adobe software and Zoom. Some knowledge and experience with Asana or other project management software.

who is…

• A highly organized, proactive, and detail-oriented professional with strong initiative and ownership

• Service-oriented, focused on creating a positive and seamless workplace experience

• Adept at managing multiple priorities with accuracy, sound judgment, and follow-through

• A strong communicator with excellent interpersonal and customer service skills

• Collaborative and able to build positive relationships across teams

• A strong analytical and problem-solving thinker

• Highly dependable and accountable, consistently meeting deadlines

• Capable of handling confidential information with discretion and professionalism

• Proficient in office systems and other tools (MS Office, SharePoint, Zoom, Asana - or similar)

• Experienced in project coordination, logistics, and event support

• Flexible and adaptable, able to pivot as priorities shift

• A continuous learner who embraces feedback and growth

• Committed to fostering an inclusive, welcoming, and equitable workplace environment

Are you excited about this role but don’t meet every requirement? The Rainin Foundation is committed to fostering a learning organization and building a diverse, inclusive, and authentic workplace. If you’re excited about this role, but your experience doesn’t align with every qualification listed, we encourage you to apply anyway. You may be just the right candidate for this or other future roles.

COMPENSATION AND BENEFITS

The salary range for this position is $80,000 - $88,000, commensurate with qualifications and relevant experience. Rainin offers a comprehensive benefits package that includes Medical, Dental, Vision, Life Insurance, and Long-Term disability at no cost to the employee. Additional benefits include: a 12% contribution to your 401 (k), paid winter break in December, and generous paid time off policies. Detailed information and terms about our benefits are available upon hire.

Rainin embraces diversity. We believe our team is strengthened by hiring and retaining employees with diverse backgrounds, skill sets, ideas, and perspectives. We make hiring decisions based on merit and do not discriminate on the basis of race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, veteran, or disability status.

HOW TO APPLY

Please submit your resume with a cover letter explaining how your interests and background align with this position.

Applicants with disabilities may be entitled to reasonable accommodation under the ADA and related state laws. A reasonable accommodation is a change in how things are typically done, ensuring an equal employment opportunity without imposing undue hardship on the company. Please contact our HR team if you need assistance participating in the application process.