ADMINISTRATIVE COORDINATOR – PART TIME POSITION

Location: You are based in either Pennsylvania or New Jersey (required). Quarterly travel is typically required for several days but you’ll generally work from your home office otherwise.

Position Type: Part-time, 24 hours/week.

Reports to: Executive Director and collaborates closely with colleagues.

Managerial Duties:

• Manage vendors and functional areas as described further below.

Application Deadline: Applications should be submitted by January 30 but we will accept materials on a rolling basis until a candidate is hired. We’re keen to have a candidate start!

Organization Description: Be part of a tight-knit team helping to drive Pennsylvania and New Jersey toward a clean energy economy! Your employer will be the Keystone Energy Efficiency Alliance (KEEA), which includes state-focused trade groups for both Pennsylvania (KEEA)  and New Jersey (EEA-NJ). With 70+ business members across the two states, the organization focuses on strategies and policy priorities to support energy efficiency programs, financing and workforce development.

Through a staff sharing agreement, you will perform work for KEEA and also for our sister organization, the Energy Efficiency Alliance (EEA), a 501(c)3 non-profit that educates key stakeholders about energy efficiency. Together, the EEA family of organizations engages businesses in the EE industry to champion the economic growth and jobs impact of EE, its climate impact, and opportunities for EE to play a key role in advancing a clean energy economy.

KEEA/EEA-NJ and EEA value diversity and equity and maintaining work-life balance.

Job Duties:

The Administrative Coordinator handles invoice processing and coordinating with the staff and the bookkeeper, working with various benefits and insurance vendors, coordinating Board of Directors committees, performing  administrative tasks, and provides general support to the Executive Director on occasion: 

1. Financial Processing & Records

   Reviews and codes invoices for bookkeeper, ensures completion of monthly staff expense reports and credit card reconciliation and other month-end processing. Supports budgeting process, refreshing prior year’s template and running relevant reports. Responsible for gathering necessarily documents for financial auditors. Works with bookkeeper to ensure completion of monthly financials and board reports.

This position directly supports the Finance Committees of KEEA/EEA-NJ and EEA boards – drafting notes and committee’s Board reports and scheduling meetings.

1. Supports Operations of Boards of Directors

Coordinates and disseminates packets of board meeting materials every other month. Develops and maintains schedules of the EEA and KEEA/EEA-NJ Board meetings and Board committee meetings, and provides logistics support for any in-person meetings (meals, booking facility, etc.) Maintains relevant board materials and records in organization portal, such as contact lists,  meeting notes, “conflict of interest forms,” etc.

1. Staff Goodwill coordination & Benefits Support

This position organizes staff birthday and other recognition opportunities, and provides logistics support for in-person gatherings and outings.

This team member coordinates annual evaluation and review of health benefits and other insurances, overseeing the annual open enrollment requirements. Provides Executive Director with support and some coordination related to PTO policies an  tracking, and various other benefits such as short-term disability insurance and 401k vendor. 

1. Other Duties

This position becomes comfortable using the organization’s CRM database and coordinates a periodic review of organization-wide contact database in concern with team members responsible for various functional areas.

Other  administrative tasks or duties may  occasionally be assigned to support specific organizational needs.

Qualifications:

• At least two years of relevant professional working experience is REQUIRED. Preference given to candidates with greater experience.
• Experience with invoice processing, QuickBooks, or similar work is preferred.
• Education: High School degree required; Ideally candidate has completed some college-level coursework in accounting, finance, management, or other related fields, but candidates with directly applicable or transferable professional experience will be given equal consideration.  
• You thrive on being organized and can keep multiple areas of responsibility moving forward at the same time and in good order.
• You communicate clearly and follow through in a timely manner. You take initiative.
• You can conduct yourself professionally yet still genuinely be yourself.
• You bring a positive attitude and outlook.
• Job candidate should have appropriate home office. KEEA will provide computer and related equipment and a limited stipend toward initial office set-up.

Workplace Policy: KEEA is committed to workplace diversity and inclusion and hires on merit.

Compensation: Competitive salary based on experience, ranging from $30,000 to $38,000 annually.  Benefits package includes health insurance (80% coverage for employee and 50% for employee spouse/ dependents), 401k with 3% match, paid holidays, and pro-rated benefits for part-time staff for parental leave, basic flextime, a program for some summer ½ day Fridays, professional development support, and a schedule of paid vacation after completing 3-month probationary period. 

To Apply: No application will be considered without a COVER LETTER  in which you sell us on why you are a good candidate. Candidates should send a resume and MANDATORY cover letter, to jobs@keealliance.org with “Administrative Coordinator” in the subject line.

The Keystone Energy Efficiency Alliance and the Energy Efficiency Alliance of New Jersey are a joint non-profit, tax-exempt 501(c)6 trade association dedicated to advancing energy efficiency in the Mid-Atlantic through education and awareness.