Office Coordinator

Office Coordinator

Outreach is a faith-based nonprofit organization in Indianapolis, IN, that serves youth experiencing homelessness with the compassion of Jesus Christ. Our mission is to equip and empower youth (14 to 24 years of age) facing homelessness to achieve stability and life transformation.

We operate fundamentally through God’s grace. Our staff, volunteers and board members trust God for His direction and provision for the ministry. Although Outreach, Inc. is faith-based, we are not based upon any one denomination’s doctrine or theology. We welcome board members and staff of any Christian denomination and are comfortable with leaving space for differences of doctrine and theology.

This position is responsible for supporting the overall administrative functions of Outreach’s operations. This role will report to and work closely with the Director of Operations in maintaining Outreach’s physical assets, HR, administrative, finance, and IT functions. This role also supports ongoing staff projects in the areas of administration, finance, and development.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel.

Office Administration

• Monitor and manage inventory of office and janitorial supplies
• Manage organizational mail and email inboxes
• Work closely with the bookkeeper to manage expenses, billing and maintain financial records
• Prepare monthly invoices related to federal grant income
• Manage vendor relationships
• Manage building use, access, and maintenance, including regulatory compliance, safety and security
• Serve as point-of-contact for IT support and manage tech inventory
• Oversee vehicle registration and maintenance
• Maintain database systems as needed, including client management software and HR portals
• Enter and acknowledge donations

HR Support

• Provide administrative support for HR functions including payroll, hiring, onboarding, and offboarding
• Maintain employee personnel files
• Support Outreach’s annual employee engagement survey and staff evaluation process

Staff Support

• Manage scheduling for CEO
• Draft, review and send communications on behalf of CEO
• Answer and respond to phone calls, communicate messages and information to the CEO
• Coordinate and schedule staff travel, retreats, and trainings and track attendance as needed
• Organize and prepare for Board and leadership meetings, including agenda building, gathering documents and attending to logistics of meetings
• Provide support to Development team for projects such as events and grant reporting as needed

Outreach Staff Responsibilities

• Attend staff and department meetings, team trainings, 1-1 supervision meetings
• Participate in team and individual evaluations
• Participate in fundraiser and youth celebration events and other programs which further Outreach’s mission
• Attend local conferences and workshops that relate to homelessness

The responsibilities listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. Outreach also values innovative thinking, and a successful candidate will be a self-starter who can work within the team to achieve goals and objectives. The individual should have effective communication skills, attention to detail and organization, flexibility and adaptability. The individual must possess a strong work ethic and be able to work well both independently and with a team.

Other qualifications for this administrative role include:

• Knowledge of office management systems and procedures
• Working knowledge of office equipment
• Proficiency in MS Office and ability to learn new information systems
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Strong organizational skills with the ability to multi-task

This position operates in an office environment. The individual is expected to maintain personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization. This position may require occasional work outdoors with exposure to weather conditions.

This is a full-time exempt salaried position that allows for some flexibility in your work schedule for a total of 40 hours a week. Work hours will include some evenings and weekends for special events.

• College degree preferred
• 2-4 years of administrative experience

Must pass a criminal background check in accordance with Outreach’s operating protocol.

Must have and maintain a valid drivers’ license.

$42,000-$47,000 annually, based on experience and qualifications. Competitive health/vision/dental package and paid life insurance, retirement savings match, 3-weeks paid vacation, up to 16 paid holidays, paid sick days, and paid quarterly Spiritual Formation Days.

This position description does not constitute a contract of employment and Outreach may exercise our employment-at-will rights at any time.

Job Type: Full-time

Pay: $42,000.00 - $47,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: Hybrid remote in Indianapolis, IN 46201

Salary : $42,000 - $47,000