Administrative Coordinator

THIS IS A NON-PROFIT ADMINISTRATIVE POSITION

Administrative Coordinator

Are you looking for a supportive, high-paced, friendly work environment with a chance to make a real difference in Indianapolis? Gennesaret Free Clinics has a 35-year history of serving individuals experiencing homelessness, those without medical insurance and the medically underserved, providing them access to high-quality, compassionate, and FREE healthcare.

Gennesaret Free Clinics is seeking a full-time Administrative Coordinator. The Administrative Coordinator will support the organization by managing office operations, coordinating administrative tasks, and ensuring smooth communication between staff and external partners. This role requires excellent organizational skills, time management, strong interpersonal abilities, and commitment to the organization’s mission.

A successful Administrative Coordinator candidate will have strong organizational and multitasking skills, with the ability to manage schedules, coordinate meetings, and handle multiple projects efficiently. They should possess excellent communication and interpersonal abilities to collaborate with various teams, interact with clients, and ensure smooth office operations. Proficiency in office software, especially Microsoft Office Suite and database management systems, is essential for maintaining records, preparing reports, and streamlining workflows. Experience in administrative support is highly valuable, along with a keen attention to detail and problem-solving skills. Additionally, a successful candidate should demonstrate adaptability, discretion in handling confidential information, and the ability to work independently while maintaining a high level of professionalism.

Essential Job Functions:

• Answer and direct phone calls, emails, website contacts, and other inquiries accurately and efficiently
• Accurately and efficiently manage all incoming mail and packages
• Maintain organized files for invoices, deposits, grants, contracts, and organizational policies and procedures – both physical and electronic
• Process bills, deposits, and designated invoices following all GFC policies and procedures including organization credit cards and receipts.
• Create and submit invoices to partner organizations as needed and directed.
• Collect and compile necessary paperwork for grant applications, reports, and invoices as needed.
• Participate in monthly and quarterly reconciliations.
• Work with IT Contractor to centralize and organize all documentation in SharePoint – maintain on an ongoing basis
• Maintain and re-stock office supplies, and ensure the administrative common areas remain organized
• Ensure office equipment is working properly including finding new contracts/vendors to maximize ROI
• Lead initiatives as directed
• Assist with research, prepare correspondence, and reports as requested
• Schedule meetings and training sessions including reserving meeting rooms and sending out calendar invites as directed
• Organize and distribute documents for the Board of Directors and their meetings as needed/directed
• Correspond with board members as needed/requested
• Maintain and update the GFC Board Binder as needed
• Support special events as needed
• Assist with general Human Resources duties, such as onboarding and off-boarding employees, needed/directed
• Manage online platforms like 2-1-1 and findhelp.org
• Manage access to ordering platforms (Amazon, Staples, etc)
• Create tax-exempt accounts with vendors as needed/directed

Other Job Duties:

• Other duties as assigned by the Director of Human Resources & Administrative Functions

Required Qualifications:

• At least 5 years of administrative experience (preferred)
• Bachelor's Degree (preferred)
• Valid Driver's License and reliable transportation

Required Skills:

• Ability to stay positive while problem-solving barriers to success
• Able to work under pressure
• Flexible
• Good at building and developing relationships
• Must be proficient in the Microsoft Office suite of services
• Proven experience and competence with technology
• Strong professional presence
• Strong communication and listening skills
• Excellent time management skills
• Excitement and passion about working in support of providing medical services to the underserved
• Commitment to the mission of Gennesaret Free Clinics
• Desire to enhance existing skills and develop new skills necessary for the role
• Elevated awareness of issues of social equity and social justice with a commitment to continued learning as it relates to serving and elevating diverse communities in a manner that is respectful and aware

Work Hours: This is an in-person position that is based out of our Administrative Office. This person is expected to work 8 am - 5 pm with an hour for lunch. There will be times that required this position to be available to execute job functions outside of scheduled working time (events, committee meetings, trainings, etc...). It is expected that the person in this role will attend these events as needed/directed.

Physical demands: The physical demands described here are representative of those that must be met by an employee/member to successfully perform the essential functions of this job:

• This position will primarily be an indoor position. This position is not very active and requires sitting for long period.
• While performing the duties of this job, the employee/member is regularly required to communicate with individuals who talk and hear.
• The employee/member may occasionally lift and/or move items over 40 pounds.
• While performing the duties of this job, the employee/member is regularly required to observe and comprehend using vision abilities that include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

AAP/EEO Statement: Gennesaret Free Clinics is an equal opportunity employer and an incorporated 501(c)3 charitable organization. Gennesaret Free Clinics prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

At-will employment: Gennesaret Free Clinics is an at-will employer. Employment with Gennesaret Free Clinics is voluntary and is subject to termination by you or Gennesaret Free Clinics at will, with or without cause, and with or without notice, at any time. The policy of employment-at-will may not be modified by any officer or employee.

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative: 5 years (Preferred)

Work Location: In person

Salary : $45,000