LOCATION
CHP 11-99 Foundation Headquarters in Costa Mesa, CA
HOURS & REPORTING
37.5 hours, depending on the needs of the organization. Workweek hours: M-F, 8:00 am to 4:00 pm, with a ½-hour lunch break. Certain events will require occasional availability on evenings and weekends (2-3 times/year). The Office Coordinator reports directly to the Director of Operations, but will work with all departments as needed for projects or tasks.
POSITION SUMMARY/DESCRIPTION
The Office Coordinator is a highly organized administrative professional responsible for overseeing daily front-office operations and supporting a wide range of organizational activities, including communications, fundraising, scholarship, and events, and general office coordination. This position serves as the first point of contact for visitors, members, donors, vendors, and law enforcement personnel. It plays a key role in maintaining efficient office operations and professional communication across the organization.
Responsibilities include managing front desk operations, coordinating communications, processing mail and donations, maintaining office supplies and equipment, scheduling meetings, supporting organizational events, and providing administrative assistance. The role also supports database management and recordkeeping by accurately processing and maintaining donor, member, scholarship, and event information in Raiser’s Edge (CRM database) and other internal systems.
The Office Coordinator works closely with the Director of Operations and collaborates across departments to support the Foundation’s programs and initiatives. This position requires strong organizational and multitasking abilities, excellent interpersonal and communication skills, attention to detail, discretion in handling confidential information, and the ability to work effectively in a fast-paced, team-oriented environment. Proficiency in Microsoft Office, Excel, and database management systems is essential.
As part of an organization that proudly supports California Highway Patrol employees and their families, the ideal candidate will value professionalism, service, integrity, and a strong appreciation for the law enforcement community and the Foundation’s mission.
RESPONSIBILITIES
Essential responsibilities for the Office Coordinator include, but are not limited to, the following:
Office Administrative Tasks
- Manage front desk operations, including answering phones, responding to general inquiries, and greeting visitors
- Maintain office supplies and equipment, and coordinate vendors for facility needs
- Process and distribute incoming and outgoing mail, including donations, appeals, and general correspondence
- Process, track, report, and maintain spreadsheets on mail campaigns, appeals, and raffles
- Coordinate staff meetings (in-person and virtual), including scheduling, agendas, and meeting notes
- Schedule and coordinate use of conference room space; arrange catering, if needed
- Coordinate office and facility maintenance, repairs, and service requests with outside vendors and the building association
- Serve as the primary contact for office maintenance issues and ensure timely follow-up and resolution.
Membership, Donation, & Staff Support
- Review and process membership applications, donations, and general inquiries
- Process and track donations, including coding, data entry, scanning, and distribution to appropriate staff members
- Maintain and update constituent records in Raiser’s Edge
- Process thank-you communications
- Support membership-related activities, including order processing and member communications
- Assist with email platform management (e.g., tracking unsubscribes)
- Provide backup support to the Membership Coordinator as needed
- Process and track donations, including coding, data entry, scanning, and distribution to appropriate staff members
Program & Event Support
- Maintain auction item donations for events— scan, track, and keep the binder up to date; update/maintain Excel spreadsheet
- Support scholarship award processing & coordination, scanning thank-you letters, and other program-related activities.
- Coordinate with vendors for event-related materials and awards
- Participate in select fundraising or team events, including occasional evening or weekend support
Team & Organizational Support
- Collaborate with staff across departments to support organizational priorities
- Maintain confidentiality and accuracy in all records and communications
- Contribute to a positive, team-oriented work environment
- Support additional projects and tasks as needed
QUALIFICATIONS
Ideal qualifications are as follows:
- Prior experience in administrative support, nonprofit operations, or customer/member-facing roles preferred
- Experience with CRM systems (Raiser’s Edge or similar) preferred
- Proficiency in Microsoft Office (Outlook, Excel, Word), Adobe, and Zoom
- Strong organizational skills with attention to detail and accuracy
- Excellent interpersonal, communication, and phone skills
- Ability to manage multiple tasks and prioritize effectively
- Comfortable working with donors, members, and law enforcement stakeholders
- Ability to handle confidential information with discretion
- Team-oriented with a proactive and flexible approach
- Demonstrates professionalism, dependability, and a strong appreciation for the Foundation’s mission supporting California Highway Patrol employees and their families
- Ability to work occasional evening and weekend events (2-3 times/year); ability to drive to various events in the greater Orange County area
- Must have the ability to lift up to 30 lbs., stand on your feet for long periods at events
- All qualified candidates must pass a criminal and driving record background check before employment
Preferred Attributes:
- Positive and professional attitude
- Strong customer service mindset
- Ability to adapt in a fast-paced environment
- Self-motivated, proactive, and resourceful
- Comfortable interacting with law enforcement personnel, donors, and community partners
Benefits & Compensation:
- Hourly range of $28-$30 dependent upon experience, plus occasional overtime that may be required throughout the year during events or busy times
- Based on a 37.5-hour week: M-F 8:00 am to 4:00 pm, with ½ hour lunch break
- 403B retirement plan & matching options
- Medical and dental insurance, some vision coverage
- Generous PTO policy, plus general life and long-term disability
- Opportunities for professional growth within a mission-oriented, collaborative environment.
Job Type: Full-time
Pay: $28.00 - $30.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Application Question(s):
- Do you live within 20 miles of Costa Mesa (92626)?
Education:
- High school or equivalent (Required)
Ability to Commute:
- Costa Mesa, CA 92626 (Required)
Work Location: In person
