Administrative & Program Coordinator

Description

About Northside Neighbors

Launched through the InvestNorth Tulsa initiative, Northside Neighbors is a resident-driven nonprofit organization dedicated to fostering opportunity, well-being, and prosperity in North Tulsa. Our work is centered on four interconnected areas: Mixed-Income Housing, Cradle-to-Career Education, Community Wellness, and Economic Vitality.

As a member of the Purpose Built Communities Network, Northside Neighbors uses a holistic, resident-centered approach to neighborhood revitalization. We work alongside residents, community organizations, institutions, businesses, and other partners to strengthen neighborhoods and create the conditions for individuals and families to thrive.

Resident voice and engagement are foundational to our work, and Northside Neighbors serves as a community quarterback—helping connect people, resources, organizations, and strategies around shared neighborhood priorities.

Position Purpose

The Administrative and Program Coordinator plays a key role in supporting the effective day-to-day operations of Northside Neighbors while also assisting with the coordination, implementation, and evaluation of organizational programs and initiatives. This position provides administrative and operational support to the Executive Director and staff; coordinates office systems, meetings, vendors, and organizational logistics; and assists with program planning, project management, data collection, stakeholder engagement, reporting, and community events.

The Administrative and Program Coordinator will work across Northside Neighbors' interconnected areas of Resident Voice, Community Quarterback, Mixed-Income Housing, Cradle-to-Career, Community Wellness, and Economic Vitality. The position requires a highly organized, adaptable, and community-minded professional who can effectively balance administrative responsibilities with program and project coordination.

Responsibilities and Essential Duties

Administrative and Executive Support

• Provide administrative support to the Executive Director and staff, including calendar management, meeting coordination, scheduling, preparation of meeting materials, and follow-up activities.
• Manage day-to-day office operations to ensure an organized, welcoming, professional, and efficient work environment for staff, residents, partners, and visitors.
• Coordinate office supplies, inventory, equipment, files, records, and general office needs.
• Maintain office-wide systems and procedures for recordkeeping, document retention, file management, and workflow efficiency.
• Maintain confidentiality and handle sensitive organizational, personnel, financial, and community information with discretion.
• Assist with preparation and coordination of board meetings, including agendas, meeting materials, minutes, logistics, and follow-up documentation.

Program and Project Coordination

• Support the planning, coordination, implementation, and evaluation of programs and initiatives aligned with Northside Neighbors' strategic priorities.
• Assist with managing project workplans, contracts, timelines, deliverables, milestones, and outcomes.
• Maintain accurate program records, participation information, outcomes, and data within organizational tracking systems.
• Assist with data collection, analysis, and documentation to support program evaluation and continuous improvement.
• Prepare reports, presentations, summaries, and other program materials for internal and external audiences.
• Assist with grant-related documentation, reporting, and information needed to support fundraising and program implementation.
• Coordinate follow-up activities associated with programs, meetings, partnerships, and special projects.

Community and Stakeholder Engagement

• Assist with coordinating resident meetings, community events, workshops, and other neighborhood-based activities.
• Build and maintain positive working relationships with residents, organizational partners, vendors, and other stakeholders.
• Support communication and coordination among staff, partners, residents, and other individuals involved in organizational initiatives.

Office Operations, Technology, and Vendor Coordination

• Serve as a primary point of contact for vendors, service providers, and facility-related needs and contracts.
• Serve as the primary internal point of contact for office technology and administrative systems, including Microsoft 365, printers, shared drives, phones, and other office tools.
• Coordinate basic troubleshooting, system access, vendor support, and staff assistance or training related to administrative technology.
• Monitor equipment and office systems and coordinate maintenance or service when needed.
• Work with vendors and service providers to help ensure that office operations remain efficient and reliable.

Financial and Administrative Processes

• Support basic financial and administrative processes in coordination with the Executive Director.
• Track invoices and vendor payments and assist with ensuring appropriate documentation is submitted and maintained.
• Help maintain accurate records related to contracts, vendors, purchases, and program expenses.
• Support efficient administrative systems reflected in timely payments, organized documentation, clear processes, and a positive staff experience.

Organizational Support

• Participate in organizational meetings, community events, special projects, and other Northside Neighbors activities as needed.
• Work collaboratively across program areas and support staff in accomplishing organizational priorities.
• Represent Northside Neighbors professionally when interacting with residents, partners, vendors, and the broader community.
• Perform other duties as assigned to support the mission and effective operation of Northside Neighbors.

Education and Experience

• Bachelor's degree in Social Work, Urban Studies, Nonprofit Management, Education, Public Health, Business Administration, Public Administration, or a related field preferred (minimum of 5 years of progressive administrative or program coordination experience in lieu of a degree). 
• One to three years of relevant professional experience in nonprofit organizations, community development, public service, program coordination, project management, administration, or a related field preferred.
• Experience providing administrative support to executive or senior leadership, including calendar management, scheduling, meeting coordination, communications, and logistics.
• Experience coordinating programs, projects, meetings, or community-based initiatives preferred.
• Experience working in or alongside historically underinvested communities is strongly valued.
• Familiarity with data collection, program tracking, evaluation, and reporting methods preferred.

Skills and Abilities

• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Strong attention to detail and a high level of accuracy in documentation, data entry, scheduling, and recordkeeping.
• Demonstrated ability to independently manage responsibilities while also working collaboratively as part of a team.
• Strong interpersonal and relationship-building skills with the ability to work effectively with residents, staff, community partners, vendors, and other stakeholders.
• Ability to coordinate multiple projects, meetings, events, and administrative functions simultaneously.
• Strong problem-solving skills and the ability to identify needs, develop solutions, and follow tasks through completion.
• Proficiency with Microsoft Office and Microsoft 365, including Word, Excel, PowerPoint, Outlook, and shared file systems.
• Comfort learning and using databases, project-management platforms, virtual meeting tools, and other technology.
• Cultural humility, empathy, and a deep respect for community knowledge, history, and lived experience.
• Knowledge of or connection to the North Tulsa community is strongly valued.
• Curiosity, creativity, initiative, and a commitment to continuous learning and improvement.
• Adaptability and flexibility in a dynamic, growing, mission-driven organization.
• Commitment to the mission, values, and resident-centered approach of Northside Neighbors.

Physical Requirements

• Ability to lift up to 25 pounds occasionally, including event materials, supplies, or equipment.
• Ability to stand, walk, and remain physically active during community events, outreach activities, and neighborhood-based programs.
• Ability to work in both indoor office environments and outdoor community settings.
• Periodic exposure to outdoor conditions, including temperature extremes, humidity, wet conditions, dust, and noise.
• Ability to travel locally and occasionally out of town as required.

Hours and Work Environment

• This is a full-time, in-person position based in Tulsa, Oklahoma. Regular work hours are Monday through Friday, 8:30 a.m. to 5:30 p.m.
• The position is primarily office-based but includes periodic work in the community. Evening and weekend hours will occasionally be required to support community meetings, events, programs, and other organizational activities.
• Some local and out-of-town travel may be required for professional development, training, conferences, networking, and organizational activities.

Additional Requirements

• Valid driver's license and active automobile insurance.
• Reliable transportation for local meetings, programs, and community activities.

BENEFITS AND COMPENSATION:

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family. Details:

• 100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401(k) employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.