Coordinator of Office Services

JOB SUMMARY
The Office Services Coordinator is responsible for providing overall support for the operation of the Special Olympics Indiana (SOIN) office, including HR, clerical, and administrative support to the sports and program teams (primary) and the development team (secondary). This position shares responsibility for providing quality customer service to internal and external customers.

PERFORMANCE DIMENSIONS AND TASKS (Time Spent)

1. Insurance / Risk Management (65%)

· Coordinate organization insurance and risk management

· Process all certificates of insurance, Area and County contracts, and event applications

· Track medical incident reports

2. Organizational Support (15%)

· Phone and customer service duties - serve as responder for incoming calls and voicemail messages, providing basic information to callers or directing calls to the appropriate staff

· Greet and provide customer service to guests in office

· Support administration at selected SOIN events (registration, operations, souvenirs), not cash management for events

· Coordinate office cleaning service, use and maintenance of SOIN vehicles, and maintenance of meeting rooms

· Maintain the supply and copy room, including ordering office supplies

3. Human Resource Management (10%)

· Provide administrative assistance to facilitate human resources processes

· Perform payroll and benefit plan record-keeping and vendor communication

· Coordinate HRIS entry, new hire and termination paperwork, and general employee file maintenance

· Perform other HR process duties as needed and as assigned

4. Support Services (10%)

· As a member of the Athlete Engagement team, contribute ideas and administrative support to facilitate Athlete Leadership University and the Athlete Leadership Council

· If needed, assist in the games entry process (GMS), check for valid applications (athlete, partner, and volunteer) & communicate missing information & applications to County Programs

QUALIFICATIONS

- Education: High School diploma or GED, College/business school preferred

- Experience: Administrative assistant, data entry, HR administration

- Skills: Verbal and written communication skills, customer service orientation

- Technology: Microsoft Windows (Word, Excel, PowerPoint, Outlook), Databases

SPECIAL DEMANDS / OPPORTUNITIES
The employee fulfilling this role acknowledges that SOIN is their primary place of employment. During regular business hours, they are available for in-person meetings and events and virtual meetings and events and are available via email and phone with internal and external audiences.

Team player. Occasional weekend and evening work, some physical set-up of venues, must be able to work independently on diverse projects. In-service training provided. Additional hours required during Summer Games and selected other program and fundraising events.

Final offer of employment is contingent on a successful background and credit check.

BENEFITS
SOIN provides options for health insurance, life insurance, paid time off, disability insurance, dental insurance and 403B retirement. The organization provides reimbursement for travel expenses and workers’ compensation.

LOCATION
SOIN headquarters is based on the Northwest side of Indianapolis.

Special Olympics Indiana is an equal opportunity employer and is dedicated to the goal of building a culturally diverse staff committed to working in a multicultural environment. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, national origin, political affiliation, sexual orientation, marital status, disability, neurodiversity, age, parental status, socio-economic background, military service, or any other characteristic or status protected by applicable law.

Employment with Special Olympics Indiana is “at-will.”

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Expected hours: No less than 36 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Indianapolis, IN 46278: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $23