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Cap-Haïtien Mission • December 14, 2028 – January 3, 2029 • Volunteer Applications Opening Soon

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UnityReach Global

Department

Administrative Coordinator

Organizational Structure, Staff & Job Descriptions

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The Administrative Coordinator is responsible for managing the day-to-day administrative operations of UnityReach Global. This department ensures efficient office operations, document management, meeting coordination, recordkeeping, correspondence, scheduling, and administrative support for all departments.

The Administrative Coordinator serves as the central administrative hub of the organization, supporting executive leadership, department directors, volunteers, and partners while ensuring organizational records are accurate, secure, and accessible.

Download department PDF Word packet

Organizational structure

Executive Director

Reporting line

Deputy Executive Director

Administrative Coordinator

Department head

Deputy Administrative Coordinator

Executive Administrative Assistant

Office Manager

Reception & Guest Services Manager

Records & Document Management Manager

Board & Committee Coordinator

Meeting & Event Coordinator

Human Resources Administrator

Volunteer Administration Manager

Travel & Scheduling Coordinator

Procurement Administration Coordinator

Data Management & CRM Coordinator

Information Technology Support Coordinator

Compliance & Policy Administrator

Office Supply & Facilities Coordinator

Mailroom & Courier Coordinator

Administrative Assistants

Positions and job descriptions27 of 27 roles

Administrative Department KPIs

  • The Administrative Department will measure success by:
  • Timely processing of administrative requests
  • Accurate document management
  • On-time meeting scheduling and minutes
  • High accuracy in organizational records
  • Timely onboarding of staff and volunteers
  • Efficient executive calendar management
  • Office supply availability
  • Timely travel coordination
  • CRM data accuracy above 99%
  • Compliance with document retention policies
  • Positive staff satisfaction with administrative support
  • Timely completion of Board and committee documentation

Recommended Administrative Team (100–200 Volunteer Mission)

  • Position
  • Recommended Number
  • Administrative Coordinator
  • 1
  • Deputy Administrative Coordinator
  • 1
  • Executive Administrative Assistant
  • 1
  • Office Manager
  • 1
  • Office Assistants
  • 3
  • Reception & Guest Services Manager
  • 1
  • Receptionists
  • 2
  • Records & Document Management Manager
  • 1
  • Records Specialists
  • 2
  • Board & Committee Coordinator
  • 1
  • Board Secretary Assistants
  • 2
  • Meeting & Event Coordinator
  • 1
  • Event Assistants
  • 3
  • Human Resources Administrator
  • 1
  • HR Assistants
  • 2
  • Volunteer Administration Manager
  • 1
  • Travel & Scheduling Coordinator
  • 1
  • Procurement Administration Coordinator
  • 1
  • Data Management & CRM Coordinator
  • 1
  • Data Entry Specialists
  • 2
  • Information Technology Support Coordinator
  • 1
  • IT Support Specialists
  • 2
  • Compliance & Policy Administrator
  • 1
  • Office Supply & Facilities Coordinator
  • 1
  • Facilities Assistants
  • 2
  • Mailroom & Courier Coordinator
  • 1
  • Mailroom Assistants
  • 2
  • Administrative Assistants
  • 6–8

Core Responsibilities

  • Before the Mission
  • Maintain volunteer, staff, donor, and partner records
  • Coordinate Board, leadership, and planning meetings
  • Prepare contracts, forms, and administrative documents
  • Support recruitment, onboarding, and training
  • Manage office operations and document control
  • Coordinate travel schedules and meeting logistics

During the Mission

  • Operate the mission administration office
  • Maintain attendance and personnel records
  • Coordinate leadership schedules and daily meetings
  • Process official correspondence and reports
  • Support communication between departments
  • Maintain secure records and documentation
  • Provide administrative support to all operational teams

After the Mission

  • Archive mission records and documentation
  • Compile departmental reports
  • Prepare Board and executive summaries
  • Update organizational databases
  • Process volunteer and staff records
  • Conduct administrative reviews and recommend process improvements
  • Maintain historical records for future mission planning
  • This structure creates an Administrative Department of approximately 40–50 staff members and volunteers, providing the administrative foundation needed to support every UnityReach Global department, maintain organizational efficiency, and ensure accurate documentation, compliance, and executive support throughout the mission lifecycle

Request to serve in Administrative Coordinator

Tell us the role you feel called to. Your request goes straight to the Administrative Coordinator, and you will receive a confirmation email.

PDF or Word, up to 5 MB. It is sent with your request to the Administrative Coordinator.

Serving is subject to the volunteer application, background screening, and leadership approval.

Positions listed here describe service roles for the Cap-Haïtien mission. Openings are filled through the volunteer application process and are subject to leadership approval.

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