Administrative Coordinator

Description

Background

George Kaiser Family Foundation (GKFF®) is a charitable organization dedicated to providing equal opportunity and a thriving, vibrant city for everyone in Tulsa, Oklahoma through investments in four main focus areas: Early Childhood Development & Education, Community Well-being, City Vibrancy, and Strong Neighborhoods.

ADMINISTRATIVE COORDINATOR ROLE SUMMARY

The Administrator Coordinator provides essential day-to-day support to GKFF programs and operations teams.

Administrative and Executive Support

• Accurately complete administrative tasks such as typing, managing calendars and scheduling, correspondence, expense reports, credit card reconciliation, filing and telephone support.
• Proofread, format, print and assemble of materials; share agendas; and take internal notes as directed.
• Maintain physical and digital filing systems, ensuring documents are organized, neat, and easy to retrieve.
• Coordinate and arrange travel planning and assistance with destination details for the GKFF staff as assigned.

Meetings and Office Operations

• Assist with onsite meeting preparation and arrangements. Including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations).
• Manage internal and external scheduling of shared conference rooms and common spaces across teams.
• Complete cleanup of shared TCF/GKFF kitchen area if utilized for a small meeting or larger luncheon and other meeting locations.
• Coordinate and work with other onsite GKFF administrative assistants to ensure meeting room and catering are ready for an on time start to each event or meeting.
• Deliver mail to relevant staff members.

Grants, Data, and Research Support

• Conduct accurate data entry in grants and other information management systems.
• Support record-pulling and light research for grants, data, and business analytics functions, using AI tools where appropriate to work efficiently.

Project, Communications, and Technology

• Support special projects, including preparing scheduled reports, coordinating mass communications, and editing, formatting, and finalizing materials.
• Support project management and take the lead on projects when appropriate with prior approval from supervisors
• Stay current on the use of all software and technology changes implemented for GKFF and specifically those impacting assigned team.
• Manage staff IT needs and coordinate support by submitting tickets to 501Tech.net as needed.
• Maintain confidentiality and discretion in all written and verbal correspondence while handling sensitive information. 
• Perform other duties as assigned

QUALIFICATIONS AND SPECIFICATIONS

Education and Experience

• A high school diploma or G.E.D. with at least 3 years of experience providing support for executive officers; required.
• An associate’s or bachelor’s degree; with at least 1 year of experience providing support for executive officers preferred.

Professional Competencies

• Ability to work independently in Microsoft Outlook, Word, Excel, Power Point, Teams and Adobe Pro.
• Proficiency using Zoom for meetings.
• Experience with submitting expense reports.
• Experience managing multiple calendars and large contact databases.
• Excellent oral and written communication skills.
• Adaptable and willing to learn new technology.
• Experience using AI tools for general research and work efficiency; preferred.
• Discretion and trustworthiness in handling sensitive or confidential information.
• Registered Notary preferred.

Personal Characteristics

• Proactive and able to anticipate needs and issues.
• Accepting of feedback from supervisor to continuously improve efforts.
• Able to establish and maintain positive working relationships internally and externally.
• Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
• Using appropriate judgment to determine how to engage with peers and partners.
• Actively listening to and empathizing with others.

• Good attitude, strong character and creativity.
• Able to multitask while maintaining efficiency, establish priorities and propel objectives with limited supervision.
• Excellent work ethic, takes pride in their work, pays close attention to detail, is a self-starter.
• Professional appearance and demeanor whenever representing GKFF virtually or in person.
• Highly organized, able to help maintain organization for others.

Work hours and location:

• This position is based at 7030 S. Yale Ave., Suite 600, Tulsa, Oklahoma 74136.
• A typical work week is Monday - Friday from 8:00 a.m. – 5:00 p.m..
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require evening or weekend hours.
• Local travel required on occasion.
• Reliable transportation.
• Hybrid remote work - employee’s ability to work remotely on certain days is at the sole discretion of the GKFF Executive Director and direct supervisor.