Administrative Coordinator: Support Departments

This is a M-F hybrid position based out of our corporate office in downtown Indianapolis so preferred candidates will need to live within commuting distance and the general salary range is $ 17-$20 / hr. including full benefits (below) :

The Support Departments Administrative Coordinator provides vital support to the Executive Assistant (EA) of the Support Departments. This position will assist with administrative tasks across Finance, Marketing, IT, and HR. Duties include supporting event planning, processing purchase orders and invoices, reconciling credit cards, handling phone screening and customer / vendor interactions, and assisting with special projects.

Example Duties and Activities

Provides support for a variety of administrative tasks including helping manage an extremely active calendar of appointments; completing expense reports; preparing correspondence that may be confidential; arranging detailed travel plans, itineraries and agendas; and screening incoming calls and correspondence.

Help screen incoming calls and direct them to the appropriate team members.

Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.

Provide support in event coordination, including researching vendors, booking venues, and organizing logistics.

Assist in processing purchase orders, invoices, and reconciling departmental credit cards.

Track and reorder IT and office supplies.

Assist with preparing and distributing departmental materials, such as reports and training packets.

Provide backup assistance for departmental tasks, including mail delivery and coordination of meetings, compliance task completion, and other duties as assigned.

Aid in the preparation for annual benefits open enrollment and assist with assembling materials for new hire orientations.

Maintains discretion and confidentiality in relationships with all direct reports of the Vice Presidents of support areas.

Manages mail by delivering to recipients / designated locations and collects any outgoing mail.

Processes routine mailings for service awards, HR compliance, and others as needed.

Provides general coverage and backup support to the Executive Assistant.

Required Competencies

Degree and Credential Requirements - NONE! We value candidates who can demonstrate capability and articulate how prior experiences will help them contribute. We believe in continuous learning and professional development.

Administrative Professional - Has worked effectively assisting executives and / or departments with administrative activities. Is adept at preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, and making travel arrangements.

Customer Focus - Has the ability to see, comprehend and relate with customers in an impartial, unbiased yet effective and balanced manner; builds and maintains customer satisfaction with the products and services offered by the organization; provides excellent service to internal and external customers. Maintains a professional and positive attitude.

Communication Skills - Articulates thoughts and expresses ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to comprehend others' needs. Delivers information in person, in writing, and in a digital world.

Technical Knowledge - Has proficiency in MS Office, G Suite, and Internet navigation. Makes appropriate and timely use of office systems used in business facilities whether for the collection of messages, client information storage, or agenda scheduling. It includes the administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

Building Collaborative Relationships - Develops, maintains, and strengthens partnerships at all levels with others inside or outside the organization who can provide information, assistance, and support. Is able to receive as well as provide feedback to improve performance or processes.

Autonomy - Takes initiative without waiting to be directed, does what is asked, and works until the job is completed. Takes ownership of mistakes and learns from them rather than makes excuses.

Adaptability - Adjusts priorities quickly in response to frequently changing circumstances while maintaining a positive attitude. Continually assesses tasks and responds to those requiring extra attention. Foresees and seeks to avoid crisis management.

Ethical - Adheres to procedures and protocol, including maintaining confidentiality in passwords, logging on and off procedures, and adherence to Goodwill's values. Uses discretion when sharing and protects private information.

Benefits : Full-time employees may participate in a comprehensive benefits program that includes :

Continuing education and leadership development as well as tuition reimbursement

Comprehensive health plan

Generous paid time off (PTO) and paid holidays

Sabbatical and parental leaves

Life, dental and vision insurance

Short- and long-term disability plans

Nationally recognized preventive health and wellness program

Section 125 pretax health spending account, dependent care spending account, and premiums

Retirement planning options with generous company % match

Mission and Values : click here

Salary : $17 - $20