What are the responsibilities and job description for the Office Coordinator position at Immune Deficiency Foundation?
Summary of Position
The primary focus of this position is to provide administrative and office support for multiple departments and programs. This position is located in Hanover Maryland and serves as the primary point of contact for visitors to the IDF Office. The Office Coordinator position must be present in the IDF office Monday through Friday with occasional weekend or evening hours required for conferences or special events. Occasionally travel may be required for conferences or special events.
Position Responsibilities:
Office Management / Support - The Office Coordinator will be the primary point of contact and provide assistance as needed with visitors to the office including meetings, deliveries, incoming and outgoing mail, and local events and fundraising activities. Provide administrative support for the office, including:
Work in Partnership with the Executive Assistant as needed including but not limited to Board Meeting preparations, All Staff, and in-person meetings
Assist with travel arrangements, and ordering food. Prep for meetings in the office (make sure water, soda, plates, table, and basic AV setup (coordinate with IT but make sure batteries are working in remote control, etc.)
Collect and distribute mail, If mail is returned, correct or update addresses as needed. Document, track, scan, and mail checks to the lockbox.
Update email and physical mail information in Salesforce from returned mail or emails
Fulfill UPS and postage requests, and track UPS shipments. Receive and distribute deliveries to the office appropriately. Example: Medical exhibits to and from Mt Royal.
Ensure the correct fulfillment of publication requests, new patient packets, contact form requests, and speaker packet requests including but not limited to event tabling kits, giveaways and returning supplies.
Update IDF in-house Publication Inventory sheet electronically as needed and distribute upon request.
Inventory and order office supplies.
Assist with ordering, tracking and shipping necessary supplies for the annual conference and other signature in-person events.
Maintain and act as primary point of contact for Office AV systems such as TV’s and video conferencing equipment.
Serve as a point of contact with building management, for cleaning, routine office maintenance and repairs when needed.
Office cleaning as needed to complement cleaning company and simple maintenance. Office to remain in presentable,” meeting ready” condition.
Phone Management – The Office Coordinator will serve as the backup for incoming phone calls and when needed, manage, answer, respond to, or redirect incoming calls to the IDF offices. When possible, the Office Coordinator will provide information to callers and log calls appropriately in Salesforce.
Provide basic information related to upcoming IDF Events
Manage IDF email lists, including subscription preferences.
Administrative Support – The Office Coordinator will provide general administrative support for multiple departments as needed (Finance, Development, Human Resources, IT) and serve as the backup for other positions to cover key responsibilities in the event of a vacancy or extended leave.
Draft and send written and electronic correspondence as needed/requested to support department needs.
Ensure database integrity by merging duplicates when discovered and assist with Salesforce data integrity.
Provides event support as needed for Walk for PI campaign and donor events
Printing and mailing (email) correspondence to support Annual Giving and Major Donor campaigns (receipts, donor recognition, and other donor-related correspondence).
Provides backup support by processing soft credits, matching gifts, and managing the Development inbox.
Other duties as assigned.
Job Type: Full-time
Pay: $22.00 - $24.00 per hour
Expected hours: 37.5 – 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Administrative experience: 2 years (Preferred)
- Microsoft Office: 2 years (Required)
Ability to Commute:
- Hanover, MD 21076 (Required)
Work Location: In person
Salary : $22 - $24