IT and Administrative Coordinator

Company Overview

Girl Scouts of Greater Los Angeles (“GSGLA”) is the largest girl-serving nonprofit organization in the Los Angeles region. Our mission is to build girls of courage, confidence, and character, who make the world a better place. www.girlscoutsla.org.

Our core values of Integrity, Clarity of Purpose, Accountability and Respect represent how we behave on a day-to-day basis. These are the specific behaviors that are imperative and encouraged in our company culture. 

We are committed to building a diverse staff that reflects the communities we work alongside, and we value diversity, equity and inclusion in our workplace.

We encourage all qualified individuals to apply, and strongly encourage people from underrepresented groups to apply. In addition, reach out to us if you are a candidate whose disability prevents you from being able to complete our online application.

Position Summary

The Coordinator, IT & Administration keeps IT and Administration work organized and moving. The role coordinates projects, manages department invoices and reconciliations, handles scheduling and meeting follow-up, and supports onsite technology needs across GSGLA locations. Day-to-day technical support is handled by our managed service provider (Integris); this role ensures requests, vendors, and projects are tracked and followed through. Works closely with Finance, Properties, and People & Culture.

Essential Duties & Responsibilities

Project Coordination (about 35–40%)

• Attend IT & Admin project calls, capture notes and action items, and follow up with owners and vendors.
• Maintain project trackers (timelines, open items, decisions) and keep the Director on task and on schedule.
• Take ownership of delegated project tasks, beginning with the phone system migration and IT & Admin policy updates.
• Maintain documentation for projects, procedures, and strategic initiatives.

Finance & Administration (about 25–30%)

• Prepare and reconcile department credit card transactions, mileage, and expense reports in Concur for Director approval.
• Process, review, and track IT and Admin invoices; ensure proper paperwork, documented approvals, and timely submission.
• Track software licenses, subscriptions, and renewals; assist with budget monitoring.
• Handle IT procurement, including equipment for new hires.
• Comply fully with Council financial policies and procedures.

Scheduling & Communications (about 15–20%)

• Schedule and coordinate meetings, prepare agendas, and distribute notes and follow-ups.
• Serve as first point of contact for new-hire technology questions and support onboarding/offboarding.
• Help keep the SharePoint intranet and staff-facing IT instructions current.

Onsite & Technology Support (about 10–15%)

• Visit GSGLA locations for Wi-Fi, network, AV, and site upgrade work, including walkthroughs with vendors, Integris, and Properties.
• Provide basic troubleshooting and route issues to Integris through the ticketing process, escalating when needed.
• Serve as the point of contact for IT & Admin needs when the Director is out of the office.
• Other duties as assigned.

​​​​​​​Required Knowledge, Skills and Abilities

• Strong working knowledge of Microsoft 365 (Teams, Outlook, SharePoint, Excel, Planner/Lists); comfortable using Copilot or other AI tools for notes and follow-up.
• Comfortable with technology and able to perform basic troubleshooting.
• Highly organized with excellent follow-through; confident holding others, including their manager, to agreed deadlines.
• Excellent written and verbal communication skills and good people skills with staff at all levels.
• Must be flexible, adaptable, and willing to thrive in an ever-changing environment.
• Ability to spend time sitting, utilizing the computer, and standing and walking throughout the facilities.
• Valid driver’s license and reliable transportation for travel between GSGLA locations throughout the region.
• Ability to lift up to 15 pounds periodically.
• Flexibility to attend evening and/or weekend meetings and/or events.
• Able to perform this job safely, without endangering the health or safety of themself or others.

Recommended Education, Training and Experience

• At least 2–3 years of experience in IT, administrative, or project coordination roles.
• Bachelor’s degree preferred.
• Experience with invoices, purchase orders, expense reports, and reconciliations.
• Preferred: Interest in AI and how it can support everyday work, with curiosity to learn and try new tools responsibly.
• Preferred: Some experience working with data, such as organizing, cleaning, or analyzing information in Excel, Lists, or reporting tools. AI and data go hand in hand, and this experience will support GSGLA’s growing data and AI work.​​​​​​​