Administrative Coordinator

On The Spot Aid, Inc.

Administrative Coordinator

The Spot Aid, Inc. is a street medicine outreach that provides assessments, treatments, education, and basic first aid supplies in public places where people experiencing homelessness can be found. The role of the Administrative Coordinator is a part-time, 20 hour-per-week position. The incumbent is to ensure the smooth operation of administrative tasks through collaboration with the Board, Executive Director, Clinical Director, volunteers, community partners, donors, and those we serve. This position is located at the Recuperative Care Center 655 N Indiana Avenue, Englewood, Florida 34223.

Administrative Coordinator Roles and Responsibilities:

Program Operations

· Maintains confidentiality of clients and guests.

· Provides an inviting environment for clients and guests to the Recuperative Care Center.

· Assists with volunteer recruitment and orientation.

· Ensures licensure compliance of volunteers.

· Joins all staff in various ways to show appreciation for volunteer contributions.

Donor Related

· Tracks and enters donor contributions.

· Adheres to the fundraising plan policies and procedures, not limited to sending letters of appreciation.

· Organizes collection of donations.

· Maintains Master Donor List.

· Provides donors with program updates.

· Maintains confidentiality of donations and donors if requested.

Administration Related:

· Provides prompt communication between internal and external stakeholders.

· Collaborates with bookkeepers to reconcile revenue and expenses.

· Provides routine inventories and reordering of supplies.

· Tracks in-kind goods and services and submits routine reports on in-kind donations monthly to the bookkeeper.

· Secures and maintaining vehicle and liability insurance.

· Coordinates with the Clinical Director on operational maintenance of vehicles.

· Contributes to the preparation of an annual budget.

· Submits year-end reports as requested by the Executive Director.

· Responsible for filing and maintaining office documents digitally analog.

· Is proficient with data entry and management of CRM products such as Airtable.

· Schedules meetings, answers phones and emails, and maintains digital and analog records.

· Receives and sends direct mail correspondence using a PO Box.

· Coordinates between staff and volunteers to schedule speaking engagements.

· Submits reports for deliverable actions as required by the organization's grants and agreements to the Executive Director and Clinical Director.

· Contributes to input for strategies for improvement.

· Deposits revenue; tracks and categorizes revenue and expenses following established processes.

Media/Electronic

· Produces social medical communications with Facebook, Instagram Chat box and similar programs as needed.

· Updates content, email list, and new contacts for The Spot Aid, Inc., (OTS) website and oversees the maintenance of the website.

· Acts as the lead agent for promoting the OTS mission through multichannel marketing such as social media, emails, direct mail, and monthly/quarterly newsletters.

Work hours

This position requires the incumbent to be creative, well-organized, positive, and a self-starter. On The Spot, Aid, Inc. is a unique organization that has garnered the respect of those it serves, our donors, and our community partners. The incumbent will work 20 hours per week at $20/hour and be located at the Recuperative Care Center.

Qualifications

• Strong computer skills and proficiency in Microsoft Office and Google Suite
• Excellent organizational and clerical experience
• Demonstrated customer service and phone etiquette skills
• Experience with data entry and filing
• Familiarity with budgeting and multichannel marketing
• Preferred experience with QuickBooks and office management
• Bilingual candidates are a plus
• Ability to manage calendars and multitask effectively

Job Type: Part-time

Pay: $20.06 - $21.15 per hour

Expected hours: 20.00 per week

Schedule:

• Day shift

Ability to Commute:

• Englewood, Florida 34223 (Required)

Ability to Relocate:

• Englewood, Florida 34223: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $21