Administrative Coordinator

About Community Free Clinic

The Community Free Clinic is a 32-year-old nonprofit organization dedicated to providing free quality healthcare services to uninsured and underserved individuals in our community. We serve patients and families with compassion, dignity, and respect, working collaboratively with volunteers, partners, and supporters to improve access to care.

Position Summary

The Administrative Coordinator serves as a central support role for the Community Free Clinic, ensuring smooth daily operations while supporting leadership, board governance, financial coordination, donor relations, and community engagement activities. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a mission-driven nonprofit environment.

Schedule & Compensation

• Hourly Rate: $19.50/hour
• Hours: 28 hours per week
• Schedule: Monday – Thursday, 8:15 AM – 3:30 PM
• This role offers a consistent 4-day workweek, supporting work-life balance.

Reporting Relationship

• Reports to: Executive Director

Core Responsibilities

Administrative & Office Support

• Serve as the first point of contact for clinic administration, managing phone, email, and in-person inquiries
• Maintain communication between leadership, staff, board members, donors, vendors, and community partners
• Manage filing systems, document organization, and office records
• Order and maintain office and clinic supplies and equipment
• Support general day-to-day clinic administrative operations

Executive Leadership & Board Support

• Provide administrative support to the Executive Director and leadership team
• Coordinate Board of Directors (BOD) activities, including:
• Scheduling meetings and maintaining calendars
• Preparing and distributing agendas and materials
• Recording and maintaining meeting minutes
• Maintaining board member contact records
• Support committee meetings and board-related communications

Accounting & Financial Coordination

• Provide administrative support for financial processes, including:
• Collecting and organizing accounts payable and receivable documentation
• Coordinating with external accountant/bookkeeper
• Printing and mailing checks as directed
• Preparing and making bank deposits
• Maintain organized financial records in accordance with organizational policies
• Assist with audit preparation by gathering and organizing required documentation

Inventory, Purchasing & Vendor Coordination

• Manage clinic inventory, including medical, office, and operational supplies
• Coordinate ordering, receiving, and tracking of inventory
• Maintain vendor relationships, including:
• Coordinating service providers and repairs
• Communicating with vendors regarding orders and services
• Oversee office equipment and service contracts (phones, copiers, etc.)

Donor Management & Administrative Support

• Maintain donor records in donor management system (Bloomerang or similar)
• Process and prepare donor acknowledgements in a timely manner
• Support fundraising campaigns and donor communications
• Assist with tracking and reporting donor activity

Event & Community Engagement Support

• Provide administrative coordination for events, including:
• Scheduling and logistics support
• Vendor coordination
• Preparing materials and tracking participation
• Support outreach initiatives and community engagement efforts

Additional Responsibilities

• Perform other administrative duties and special projects as assigned

Qualifications

Required

• Minimum 1 year of administrative experience
• Minimum 1 year of accounting-related experience (such as handling invoices, payments, or financial documentation)
• Familiarity with nonprofit operations, including donor relations, board governance, or community-based services
• Strong organizational and time management skills
• Proficiency in Microsoft Office and basic database systems
• Ability to handle sensitive and confidential information with professionalism

Preferred

• Experience working in or directly supporting a nonprofit organization
• Experience in a nonprofit healthcare or community services setting
• Familiarity with donor management systems like Bloomerang
• Experience supporting board meetings or events
• Experience managing multiple administrative functions simultaneously

Key Competencies

• Attention to detail and accuracy
• Strong communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Initiative and problem-solving skills
• Commitment to the mission of the Community Free Clinic

Work Environment & Physical Requirements

• This position operates in an in-office, collaborative nonprofit environment
• Requires prolonged periods of sitting, computer use, and communication (phone/email)
• May require occasional standing, walking, and lifting of supplies or materials up to 15–20 pounds
• Occasional support at events or meetings outside typical desk activities

Pay: $19.50 per hour

Benefits:

• Paid time off

Experience:

• Administrative: 1 year (Required)
• Accounting: 1 year (Required)

Work Location: In person