SOMA Foundation & Daniel P. Amos Family Foundation Office Administrator

Qualifications
Ability to support and uphold the Foundation’s mission, vision, values, and Statement of Faith as adopted by the Board of Directors; must be a practicing Christian and willing to affirm and sign the SOMA Foundation Statement of Faith
High level of personal and professional integrity, with a willingness to enter into a confidentiality agreement
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), QuickBooks, and other management software; advanced Excel skills for data analysis, reporting, and record maintenance
Strong organizational skills with attention to detail and the ability to manage multiple priorities accurately and efficiently
Excellent written and verbal communication skills, with a professional manner in handling calls, emails, and visitors
Ability to work independently with minimal supervision and demonstrate initiative in problem‑solving
Familiarity with basic accounting principles
Experience preparing reports and presentations
Polite, courteous, approachable, and not easily intimidated, with a strong customer service orientation
Demonstrated work record reflecting these qualifications
Benefits
Monday-Friday; full-time; exempt
Responsibilities
Role Description The Office Administrator is a staff position reporting to the Executive Director and plays a key role in supporting the daily operations of the Foundation
This position is responsible for coordinating office administration, maintaining organizational records and financial processes, supporting board and executive activities, and ensuring the efficient operation of office systems and services
The Office Administrator serves as a central resource for administrative support and helps maintain the systems and processes necessary for the Foundation to carry out its mission effectively
Communications
Serve as the first point of contact for the Foundation by welcoming office visitors, answering telephone calls and emails, and providing courteous, professional assistance to service providers, grant applicants, community partners, and individuals seeking Foundation information
Accounting
Maintain accounts payable in QuickBooks
Receive invoices, track payables, prepare checks for payment, and reconcile all accounts
Prepare accounting reports as necessary
IT & Operational Support
Serve as the primary contact for IT support services, telephone support services, and operational financial support services
Records Management
Establish and maintain an orderly filing system (paper and electronic, including the eCabinet)
Maintain the official Corporate Minutes Book
Maintain the system for storing grant history and related documents
Office Operations
Ensure adequacy and availability of office supplies and equipment
Oversee office janitorial services to maintain a professional and safe work environment
Executive & Board Support
Assist the Executive Director, Board Members, and other staff members as necessary to conduct the business of the foundations
Utilize advanced Excel skills to develop and maintain a comprehensive master file with formulas to accurately track life-to-date contributions, generate detailed financial reports, and create visualizations for management and board review
Provide support for all aspects of Board of Directors meetings, including sending meeting reminders, and preparation of meeting materials
Serve as the secondary recorder for Board meeting minutes when the primary recorder is unavailable
Grantmaking Process
Provide administrative support to the Foundation staff in the grant-making process
Digital & Communications Content
Edit the Foundation’s websites as needed to ensure current information
Prepare grant-related presentations (PowerPoint, video, etc.)
Work with the Executive Director to create brochures, displays, annual reports, and oversee publication and distribution
Job description
Role Description The Office Administrator is a staff position reporting to the Executive Director and plays a key role in supporting the daily operations of the Foundation. This position is responsible for coordinating office administration, maintaining organizational records and financial processes, supporting board and executive activities, and ensuring the efficient operation of office systems and services. The Office Administrator serves as a central resource for administrative support and helps maintain the systems and processes necessary for the Foundation to carry out its mission effectively. Responsibilities include, but are not limited to:

RESPONSIBILITIES

1. Communications

· Serve as the first point of contact for the Foundation by welcoming office visitors, answering telephone calls and emails, and providing courteous, professional assistance to service providers, grant applicants, community partners, and individuals seeking Foundation information.

2. Accounting

· Maintain accounts payable in QuickBooks.

· Receive invoices, track payables, prepare checks for payment, and reconcile all accounts.

· Prepare accounting reports as necessary.

3. IT & Operational Support

· Serve as the primary contact for IT support services, telephone support services, and operational financial support services.

4. Records Management

· Establish and maintain an orderly filing system (paper and electronic, including the eCabinet).

· Maintain the official Corporate Minutes Book.

· Maintain the system for storing grant history and related documents.

5. Office Operations

· Ensure adequacy and availability of office supplies and equipment.

· Oversee office janitorial services to maintain a professional and safe work environment.

6. Executive & Board Support

· Assist the Executive Director, Board Members, and other staff members as necessary to conduct the business of the foundations.

· Utilize advanced Excel skills to develop and maintain a comprehensive master file with formulas to accurately track life-to-date contributions, generate detailed financial reports, and create visualizations for management and board review.

· Provide support for all aspects of Board of Directors meetings, including sending meeting reminders, and preparation of meeting materials.

· Serve as the secondary recorder for Board meeting minutes when the primary recorder is unavailable.

7. Grantmaking Process

· Provide administrative support to the Foundation staff in the grant-making process.

8. Digital & Communications Content

· Edit the Foundation’s websites as needed to ensure current information.

· Prepare grant-related presentations (PowerPoint, video, etc.).

· Work with the Executive Director to create brochures, displays, annual reports, and oversee publication and distribution.

WORK HOURS/SHIFT:

Monday-Friday; full-time; exempt.

QUALIFICATIONS

· Ability to support and uphold the Foundation’s mission, vision, values, and Statement of Faith as adopted by the Board of Directors; must be a practicing Christian and willing to affirm and sign the SOMA Foundation Statement of Faith.
• High level of personal and professional integrity, with a willingness to enter into a confidentiality agreement.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), QuickBooks, and other management software; advanced Excel skills for data analysis, reporting, and record maintenance.
• Strong organizational skills with attention to detail and the ability to manage multiple priorities accurately and efficiently.
• Excellent written and verbal communication skills, with a professional manner in handling calls, emails, and visitors.
• Ability to work independently with minimal supervision and demonstrate initiative in problem‑solving.
• Familiarity with basic accounting principles.
• Experience preparing reports and presentations.
• Polite, courteous, approachable, and not easily intimidated, with a strong customer service orientation.
• Demonstrated work record reflecting these qualifications.