Front Desk Administrator at Tulsa Community Foundation – Tulsa, Oklahoma

BACKGROUND

In 1998, several charitably-minded leaders came together to help create Tulsa Community Foundation (TCF), a tax-exempt public charity organized to receive, administer and distribute gifts from individuals and organizations for the improvement of the Tulsa and Eastern Oklahoma area. TCF is a collection of many charitable funds varying in size from $5,000 to multiple millions of dollars. Each fund has its own identity and benefits from being invested with other funds to create a lasting community resource. TCF manages over $5.6B across more than 1,800 individual philanthropic funds. TCF staff members work daily with nonprofit agencies, corporations, individuals, government officials, and community leaders to provide superior service to the citizens of Tulsa and Eastern Oklahoma, as well as to increase the charitable dollars contributed to our community.

POSITION SUMMARY

The Front Desk Administrator is the welcoming face and voice of Tulsa Community Foundation (TCF) and George Kaiser Family Foundation (GKFF®), serving as the first point of contact for visitors, staff, donors, and community members. This role is essential to daily operations, managing phones and communications, coordinating meetings and office functions, and providing administrative support to leadership and staff across both foundations. We seek a highly organized, professional individual who excels at multitasking in a fast-paced environment while maintaining a positive, service-oriented attitude. The ideal candidate is detail-oriented, reliable, and passionate about supporting mission-driven work that makes a real difference in our community. This position offers the opportunity to work alongside dedicated professionals and contribute to meaningful philanthropic initiatives in the Tulsa region.

ESSENTIAL DUTIES & FUNCTIONS

RECEPTION & OFFICE ADMINISTRATION

• Answer multi-line phone system, direct inquiries to appropriate TCF and GKFF® staff members, take detailed messages (including email transfers), and respond professionally to general inquiries; maintain TCF Employee & LLC phone plan
• Open office by 8:00 a.m. and maintain consistent, reliable presence during office hours to greet visitors professionally and handle all reception duties in a timely and effective manner
• Process all incoming and outgoing communications including mail, email, general voicemail messages, faxes, and courier deliveries through sorting, distributing, preparing, and sending as needed
• Provide comprehensive secretarial and administrative support to TCF and GKFF® management and directors including reviewing and editing reports/memos/documents, drafting correspondence, copying and scanning materials, filing according to established procedures, preparing documents for storage, and assisting with agency/donor packets, newsletters, distribution reports, and special projects
• Schedule conference room and board room meetings for staff, individuals, and agencies; arrange room setup and cleanup, assist with RSVP functions, and coordinate TCF staff events
• Maintain general office upkeep including ordering, receiving, and storing office supplies; clean and stock kitchen and bathroom supplies; liaise with vendors, service technicians, and property management; coordinate maintenance of office and conference room equipment
• Perform data entry tasks within database management systems, provide support to accounting and programs staff during high-volume periods, and assist with general and mass mailings for TCF and GKFF®
• Perform other related duties as requested

REQUIREMENTS & QUALIFICATIONS

Education and Experience

• High School Diploma
• Some foreign language is a plus (Spanish preferred)
• Post-secondary education in business, computers, or office management is a plus
• Obtain and/or maintain Oklahoma notary within 90 days of hire

Proficiencies

• Microsoft 365; emphasis on Excel and Outlook
• Multi-line phone system
• General office equipment: fax, photo copier/scanner, laser printer

Skills & Abilities

• Detail oriented
• Self-starter, self-motivated and reliable
• Able to establish and maintain positive working relationships internally, externally
• Effective verbal and written communication skills
• Able to multitask while maintaining efficiency
• Adherence to company dress code
• Highly organized and able to establish and maintain office organization
• Willing to learn in both formal and informal settings
• Must be able to work independently but still function as a team player
• Customer service oriented
• Cultural competency: Empathy and ability to build rapport with individuals from various cultures, experiences and backgrounds
• Ability to balance competing priorities while maintaining efficiency; ability to establish goals and execute with limited supervision
• Ability to think creatively and resolve recurring problems
• Ability to utilize computer and phone system for several hours at a time

Physical Requirements

• Ability to sit in front of a computer monitor for multiple hours at a time
• Ability to lift 25 lbs

Hours and Location

• This is an in-person position based out of 7030 S. Yale Ave. Ste. 600 Tulsa, OK 74136
• Office hours are Monday - Friday 8:00 A.M. to 5:00 P.M.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require early start, late evening or weekend hours

Benefits and Compensation:

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family.

Details:

• 100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401(k) employee and employer contributions
• Paid time off to support you while you are out of the office
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.