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Administrative Coordinator

SALARY RANGE: $50,000- $55,000
Full-time, Hybrid 

APPLY HERE!

ORGANIZATION SUMMARY

Ascender (ascenderpgh.com) is a vibrant nonprofit in East Liberty dedicated to shaping Pittsburgh’s future economy and its people through entrepreneurship. Our founder-focused approach includes innovative educational programs for entrepreneurs, mentorship and expert coaching, incubation, and a collaborative opportunity hub community.

Entrepreneurship takes many forms. We work with early-stage tech, non-tech, and tech-enabled companies led by dedicated and diverse founders. Equity is essential, and we often make decisions around that value. The majority of our members come from an underrepresented group. We are committed to creating a supportive environment where all our members can thrive.

Many organizations say they are a fast-paced, tech-enabled, and highly effective team. We mean it. Our team comprises great problem-solvers, self-starters, adapters, independent/team learners, and critical thinkers. We are all driven by the mission of helping people build companies.

POSITION OVERVIEW
Ascender seeks an energetic, organized administrator to join the team. The Administrative Coordinator reports to the Operations Director and is responsible for operational and business execution, ensuring things run smoothly, efficiently, and with excellence. This role will implement process improvements and identify optimal workflows that enhance operational efficiency, time savings, and improved resource management.

Key Responsibilities:

Operational and Administrative Support

  • Provide logistical and administrative support to the Operations Director and the Ascender team to effectively execute the organization’s mission and vision.
  • Process and organize invoices, expense reports, and W-9 forms to support payroll and check distribution.
  • Assist in budget planning and forecasting expenses.
  • Manage tech subscriptions and renewals; identify resources for discounted subscriptions and navigate approval processes.
  • Oversee inventory for team tech, supplies, and merchandise; create a streamlined purchase and replacement system.

Data and Resource Management

  • Maintain the HubSpot database and lead efforts to ensure accurate and effective use of properties and lists.
  • Organize and structure the Google shared workspace; collaborate with the Operations Director on backup and archive planning.
  • Develop and implement data capture processes; monitor and evaluate the accuracy of Ascender’s data and success metrics.
  • Support quarterly board meetings by gathering, organizing, and reporting on relevant data.

Event and Meeting Coordination

  • Coordinate resources, logistics, and technical support (e.g., AV tech) for team and board meetings.
  • Organize team-wide training, celebrations, and team-building activities.
  • Maintain team Google calendar and coordinate internal scheduling with Programs and Opportunity Hub.
  • Support the Community Operations Coordinator with Opportunity Hub space setup and front desk coverage as needed.

Compliance, Records, and Team Support

  • Maintain employee records, assist with onboarding, and ensure compliance with Ascender policies.
  • Attend meetings, take notes, and capture follow-up actions in ClickUp.
  • Assist with team fundraising campaigns; maintain donor records and acknowledgments.

 

PREFERRED QUALIFICATIONS:

  • Proven experience in administrative coordination or a related role.
  • Strong organizational and multitasking skills; ability to prioritize in a fast-paced environment.
  • Excellent communication and interpersonal abilities with a collaborative spirit.
  • Adaptable and resourceful; proactive in finding solutions to challenges and optimizing workflows.
  • Tech-savvy with proficiency with project management tools (e.g., ClickUp) and databases (e.g., HubSpot); comfortable learning new platforms.
  • Detail-oriented with a focus on accuracy in data management, financial documentation, and scheduling.
  • Familiarity with budgeting, invoicing, and compliance processes.
  • Mission-driven with a passion for supporting entrepreneurs and fostering an inclusive environment.

 

BENEFITS

  • Flexible hybrid work schedule; this position can work up to 2 days remotely per week.
  • Ascender pays for 100% medical, dental, and vision benefits via UPMC.
  • Generous PTO, including 10 vacation days, 5 sick days, 11 holidays, and paid. weeklong office closures in August and December.
  • Annual professional development stipend.
  • Monthly cell-phone reimbursement.
  • Paid parental and medical leave.
  • 401k with employer match after the first year of employment.

 

EQUAL OPPORTUNITY STATEMENT
Ascender is an equal-opportunity employer. We do not discriminate based on race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status.
Studies have shown that women, trans, nonbinary folks, and people of color are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization and are most interested in finding the best candidate for the job and the team. If you think you would be a good fit for the role, we encourage you to apply, even if you don’t believe you meet every one of the qualifications described.

SCHEDULE:

Monday to Friday

Ability to Commute:

Pittsburgh, PA 15206 (Required)

Ability to Relocate:

Pittsburgh, PA 15206: Relocate before starting work (Required)
Work Location: Hybrid remote in Pittsburgh, PA 15206

HOW TO APPLY:

Interested candidates should submit a cover letter and resume as a single PDF via Indeed by EOD December 1, 2024.

This position is anticipated to start mid- late February 2025.