administrative assistant Jobs in Indianapolis

administrative assistant

administrative assistant 4 Jobs in Indianapolis

administrative assistant 4

coordinator-administrative Jobs in Indianapolis

coordinator-administrative

front office coordinator Jobs in Indianapolis

front office coordinator

hr coordinator

operations administrative coordinator

J L Walter & Associates Inc

<p><b>Position Summary</b></p><p>We are seeking a highly organized and dependable <b>Administrative Coordinator</b> to support day-to-day administrative and clerical functions across the organization. This role is responsible for maintaining accurate records, coordinating administrative activities, organizing documentation, and providing consistent follow-through on assigned tasks.</p><p>This position plays a key support role for operations, project management, and leadership by ensuring administrative processes are executed accurately, efficiently, and on time.</p><p><b>Key Responsibilities</b></p><p><b>Administrative &amp; Clerical Support</b></p><ul><li>Perform routine administrative and clerical tasks including data entry, record maintenance, and document preparation</li><li>Maintain organized digital and physical filing systems</li><li>Assist with preparation and formatting of reports, forms, and internal documents</li><li>Track administrative tasks, deadlines, and follow-up items</li></ul><p><b>Coordination &amp; Communication</b></p><ul><li>Schedule meetings, appointments, and internal coordination sessions</li><li>Record meeting notes and distribute action items as needed</li><li>Serve as a point of contact for administrative requests across departments</li><li>Coordinate information flow between operations, project teams, and management</li></ul><p><b>Documentation &amp; Record Control</b></p><ul><li>Maintain accurate and up-to-date records in company systems</li><li>Assist with document control, naming conventions, and version tracking</li><li>Support standardization of forms, templates, and administrative procedures</li></ul><p><b>General Office Support</b></p><ul><li>Assist management with day-to-day administrative needs</li><li>Support onboarding documentation and internal administrative processes</li><li>Help improve organization, consistency, and efficiency in office workflows</li></ul><p><b>Qualifications</b></p><p><b>Required</b></p><ul><li>0-2+ years of administrative or clerical experience</li><li>Strong organizational and time-management skills</li><li>High attention to detail and accuracy</li><li>Proficiency with Microsoft Excel, Word, and Outlook</li><li>Strong written and verbal communication skills</li></ul><p><b>Preferred</b></p><ul><li>2+ years of administrative or clerical experience</li><li>Experience in construction, manufacturing, or operations-based environments</li><li>Familiarity with document control or records management</li><li>Experience supporting multiple departments or managers</li></ul><p><b>Key Traits for Success</b></p><ul><li>Highly organized and dependable</li><li>Detail-oriented with strong follow-through</li><li>Comfortable handling repetitive administrative tasks</li><li>Able to manage multiple priorities in a fast-paced environment</li><li>Professional and discreet when handling sensitive information</li></ul><p>Job Type: Full-time</p><p>Pay: $18.00 - $22.00 per hour</p><p>Benefits:</p><ul><li>401(k) matching</li><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Work Location: In person</p>

Operations Administrative Coordinator

Indiana University Health

<div><div><div><div><h1 class="jobSectionHeader"><b>Coordinator-Administrative</b></h1>
</div></div><div></div><div><h2 class="jobSectionHeader"><b>Job Description</b></h2>
<div><p><b>Overview</b>
</p><div><h2 class="jobSectionHeader"><b>Administrative Coordinator</b></h2><p><b>
Endocrinology Division</b></p><p><b>
Schedule:</b> Monday&ndash;Friday, 8:00 AM&ndash;5:00 PM<br>
<b>Location:</b> Riley Hospital</p><p></p><h3 class="jobSectionHeader"><b>
Position Overview</b></h3><p>
This position provides high‑level administrative and technical support to the Endocrinology Division&rsquo;s Chief, including the Service Line Administrator and other senior leadership. The role requires strong organizational skills, sound judgment, and the ability to manage complex administrative functions with a high degree of autonomy. The successful candidate will handle confidential information, coordinate varied priorities, and serve as a professional representative of the division.</p><p></p><h3 class="jobSectionHeader"><b>
Key Responsibilities</b></h3><h4 class="jobSectionHeader"><b>
Administrative &amp; Leadership Support</b></h4><ul><li>
Maintain Outlook calendar and division‑wide calendar</li><li>
Coordinate meeting logistics, distribute agendas and meeting minutes</li><li>
Draft, manage, and distribute division communications</li><li>
Serve as administrator for faculty annual reviews, including distributing and maintaining records</li><li>
Process continuing medical education (CME) and reimbursement documentation</li><li>
Arrange travel and manage itineraries for faculty, visiting speakers, and recruits</li><li>
Schedule and host outside speakers and other visitors</li></ul><h4 class="jobSectionHeader"><b>
Operations &amp; Coordination</b></h4><ul><li>
Maintain Amion, QGenda, and Backline systems</li><li>
Organize and support division retreats and special events</li><li>
Coordinate with the Practice Manager, Service Line Administrator (SLA), Division Chief, and Fellowship Coordinator</li><li>
Provide limited ordering of office supplies</li><li>
Support department‑wide initiatives, project tracking, and reporting</li></ul><h4 class="jobSectionHeader"><b>
Administrative Excellence</b></h4><ul><li>
Prepare high‑quality presentations, reports, and correspondence for internal and external stakeholders</li><li>
Process invoices and expense reports</li><li>
Ensure accuracy and availability of office records, files, and operational data</li><li>
Provide basic budget oversight and reconciliation</li><li>
Identify and resolve administrative and operational challenges proactively</li></ul><h4 class="jobSectionHeader"><b>
Training &amp; Oversight</b></h4><ul><li>
Train and support junior administrative staff</li><li>
Delegate and oversee day‑to‑day administrative tasks, as appropriate</li></ul><p></p><h3 class="jobSectionHeader"><b>
Skills for Success</b></h3><ul><li>
Strong accountability and integrity</li><li>
Ability to handle sensitive and confidential information with discretion</li><li>
Excellent organizational and time‑management skills</li><li>
Professional communication and customer service approach</li><li>
Strong independent judgment and problem‑solving abilities</li><li>
Ability to anticipate leadership needs and address issues proactively</li><li>
Comfortable working with limited guidance in a fast‑paced, complex environment</li></ul><p></p><h3 class="jobSectionHeader"><b>
Work Style &amp; Expectations</b></h3><ul><li>
Manages multiple priorities with high autonomy</li><li>
Exercises sound judgment and adapts to changing needs</li><li>
Maintains a high level of professionalism when representing the division</li><li>
Demonstrates initiative and ownership in daily operations</li></ul></div><div><h3 class="jobSectionHeader"><b>
Required &amp; Preferred Qualifications</b></h3><ul><li>
Bachelor&rsquo;s degree or equivalent years of experience required</li><li>
Minimum of three (3) to five (5) years of relevant professional experience</li><li>
Intermediate experience receiving, analyzing, and interpreting complex data and information</li><li>
Experience working within a matrix organization or complex work environment preferred</li><li>
Advanced proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel</li></ul></div><br>
<p></p>
</div><p></p><div><p>We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.</p>
</div></div></div><div></div><div><div><div><p>Indiana University Health is Indiana&rsquo;s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We&rsquo;re looking for team members who share the things that matter most to us. People who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day. People who are always ready to apply themselves.</p></div></div></div></div>

Coordinator-Administrative

The Children's Museum of Indianapolis

<div><p><b>OVERVIEW</b>:</p>
<p>
The HR Coordinator is responsible for the HR office operations for The Children&rsquo;s Museum of Indianapolis. The coordinator oversees several key HR workflows to ensure efficiency, effectiveness, compliance, and productivity. The incumbent facilitates timely responses to routine staff requests and inquiries including those that come in via the HRHelp@ shared email. They provide administrative support to the HR team as well as assistance with personnel policies and procedures, record keeping, onboarding new staff and volunteers, running reports, coordinating the museum&rsquo;s wellness and recognition programs, ordering and distributing uniforms, ordering supplies, responding to general benefits questions, assisting staff during benefits enrollment. They act as a primary point of contact and SME for the UKG HR system and enter, update, and maintain accurate employee records. The incumbent serves as the administrative coordinator for the HR &amp; Organizational Development (HR&amp;OD) division inclusive of the professional development, volunteer services, intern program, and human resources teams.</p>
<p><i>
The Children&rsquo;s Museum is building and sustaining an inclusive culture that encourages, supports, and celebrates differences. We believe that collaboration and open dialogue among people with diverse backgrounds, experiences, and perspectives best support our vision and mission.</i></p>
<p><b>
REPORTS TO: </b>Human Resources Director</p>
<p><b>
ESSENTIAL RESPONSIBILITIES</b>:</p>
<p>
1. Serves as an initial contact for the HR department including walk-in and routine questions and requests that come in via the HRHelp@ shared email. Maintains proficiency and knowledge of the museum&rsquo;s HR policies, procedures, and benefits, and aids staff and volunteers by answering general questions, referring specific needs and problems to department colleagues.</p>
<p>
2. Acts as a subject matter expert and point person to maintain the data entry and database administration for the HR portions of the HRIS platform. In concert with HR and Finance colleagues, maintains system data accuracy and record keeping. Produces monthly and ad hoc reports for HROD or management. Maintains a sound knowledge of system capabilities and assists in running reports, conducting basic analysis, troubleshooting and correcting issues or discrepancies. Regularly audits data for accuracy, consistency, and legal compliance.</p>
<p>
3. Maintains an update-to-date understanding of the museum&rsquo;s organizational structure, job analysis and evaluation processes, systems, and compensation programs including benefits and related policies. Maintains up-to-date accurate electronic and hard copy HR files and job descriptions.</p>
<p>
4. In partnership with the Director of HR executes, measures, and manages a strong and cohesive wellness program incorporating the EAP, health services and offerings, educational content, and promoting general health and well-being.</p>
<p>
5. Facilitates the coordination of Day One Processing for new staff and volunteers, including but not limited to compiling necessary paperwork, greeting new staff, conducting facility orientation tours, assisting new hires with benefits overview and benefits enrollment, communicating schedules with supervisors and new hires, badge, security access and key assignment and distribution, updating candidate records.</p>
<p>
6. Proactively leads the staff, volunteer, and intern recognition program in concert with division colleagues. Establishes recognition project teams, plans, annual goals, and monitors annual activities, expenses, ROI, and participant feedback.</p>
<p>
7. In concert with the Director of HR, administers the museum uniform program and associated processes, including but not limited to maintaining current uniform inventory and tracking distribution and expenses. Works closely with colleagues across the organization to expedite ordering, tracking, expense projection and controls, distribution, maintenance, reporting, and communication.</p>
<p>
8. Coordinates and proactively communicates the UKG planning and administration of annual goal planning and quarterly reviews, in concert with and at the direction of the Director of HR.</p>
<p>
9. Ensures that pre-employment requirements and processes are consistently adhered to in the hiring process including Limited Criminal History (LCH) clearances, offer acceptances, internal communication, data entry, proper notifications, and paperwork. Acts as a primary contact for employment verifications.</p>
<p>
10. Serves as a member of the museum&rsquo;s administrative coordinator team representing the HROD division. Performs the necessary centralized division functions and duties of an admin including filing, advancing interdepartmental collaboration, communicating general museum procedures, disseminating information about departmental activities, acquiring and sharing institutional information, policies, and procedures reconciliating museum credit cards, orientation for new or transferred staff members, and serves as a safety warden.</p>
<p><b>
REQUIREMENTS</b>:</p>
<p>
1. Three (3) years administrative support or office management experience, preferably in Human Resources.</p>
<p>
2. An individual who is proficient in record keeping, compliance, database management and system administration. Working experience with UKG, preferred.</p>
<p>
3. Must be customer service oriented, able to work in an environment of continual interruptions, and in a cooperative team atmosphere. Must be able to respond to staff within a timely manner and follow up to requests and inquiries. A track record of efficiency and reliability.</p>
<p>
4. Demonstrated written and verbal communication skills with museum staff.</p>
<p>
5. Must be able to clearly communicate complex policies and procedures in a simple manner.</p>
<p>
6. Must place a high value on diversity and inclusivity and a strong belief in the benefits of both. Requires prior exposure to working in a fast-paced and diverse environment.</p>
<p>
7. A high level of attention to detail, organizational skills, and the ability to determine and set priorities.</p>
<p>
8. Ability to learn and understand policies, procedures and benefits in order to assist and respond to questions.</p>
<p>
9. The ability to operate in a mature way in a diverse and highly confidential environment; act and react in a consistent manner and with a high degree of tact and diplomacy.</p>
<p>
10. Must possess the analytical skills to assess procedural or system needs and make recommendations on solutions.</p>
<p>
11. Flexibility in job duties as well as, occasionally, in work schedule.</p>
<p><b>
ADA REQUIREMENTS</b>:</p>
<p>
1. Must be able to perform extensive work in indoor environments, to read documents, job descriptions, data reports, drawings, research and to view computer monitor.</p>
<p>
2. Must be able to communicate in planning and implementation situations; must have ability to express presentations of ideas. Team and group dialogue required for communication of plans and concepts.</p>
<p>
3. Must be able to effectively communicate during face-to-face and group work, for telephone work, for group conversations for planning work.</p>
<p>
4. Must lift objects and up to 30 pounds of weight. Agility and dexterity required for extensive navigation of the museum facility.</p>
<p>
5. Required ability to visit and work at the museum and other key locations. Required ability to negotiate local travel, via conventional transportation.</p></div><p></p>

Human Resources Coordinator

Community Health Network

<div><div><div><div>Category</div>
<div>Administrative &amp; General Support</div>
</div><div><div>Department</div>
<div>Clinical Research Oncology</div>
</div><div><div>Schedule</div>
<div>Full-time</div>
</div><div><div>Facility</div>
<div>Cancer Center South</div>
<div><p>1440 E County Line Rd<br>
Indianapolis, IN 46227<br>
United States</p></div>
</div><div><div>Shift</div>
<div>Day Job</div>
</div><div><div>Hours</div>
<div>M-F 8-5</div>
</div></div><p></p><div><div><p><b>Join Community</b><br>
Community Health Network has an excellent opportunity available within our clinical research department. If you are looking for challenging work and meaningful advancement, then you should consider a career with Community.<br>
<br>
<b>Make a Difference
</b><br>
The Clinical Research Coordinator will be responsible for assessing, planning, implementing, and executing clinical research protocols in conjunction with the Principal Investigator and clinical research team</p>
<p><b>
Your Exceptional Qualifications
</b></p><ul><li>Research Coordinator Duties: Identifies and screens appropriate candidates for eligibility for research studies. Obtains informed consent from eligible patients for a research study. Maintains an effective data management system to track study participants and activities. Collects data and completes case report forms and data queries as specified by the study protocol. Prepares source documents for data collection. Assists in identifying study related procedures for the project budget.
<ul><li>Administrative Duties: Attends Investigator and Coordinator Meetings as requested by the sponsor along with appropriate department, division and/or service line meetings. Assists in determining facility, staff and supply needs required for set-up and implementation of a new study. Prepares for and is present for sponsor representative site visits. Serves as an educator and resource person for patients, family, staff and physicians.
</li></ul><ul><li>Laboratory Duties: Performs phlebotomy, ECG and other testing, as needed after trained. Prepares and processes laboratory specimens for shipment according to study lab manual. Reviews labs and ancillary tests; and reports results to Principal Investigator and appropriate personnel in timely manner.
</li></ul><ul><li>Interpersonal Skills: Effectively problem solves and informs Manager and Principal Investigator when appropriate.
</li></ul><ul><li>Communication: Communicates on a regular basis with the Investigators, Research Team, Hospital Staff, Monitor and other sponsor representatives to ensure adherence to Good Clinical Practice (GCP) guidelines.</li></ul>
<ul><li>Safety &amp; Compliance: Coordinates, implements and completes clinical research studies in accordance with protocol guidelines, GCP, ICH, local, state and federal standards. Monitors adherence to protocols, and reports violations in a timely manner to the sponsor and the IRB.</li></ul>
<ul><li>Individuals may not perform all of these duties, or may perform additional, related duties not listed here.</li></ul>
</li>
</ul><p>EDUCATION</p>
<ul>
<li>2 year / Associate Degree (Required)</li>
<li>4 year / Bachelor's Degree (Preferred)</li>
<li>In lieu of the above education requirements, a combination of experience and education will be considered.</li>
</ul>
<p>LICENSE &amp; CERTIFICATION REQUIREMENTS</p>
<ul>
<li>within three (3) years from hire Certifications/Licensures: (Certified Clinical Research Associate (CCRA - ACRP), Certified Clinical Research Coordinator (CCRC-ACRP), Certified Clinical Research Professional (CCRP-SoCRA))</li>
</ul>
<p>EXPERIENCE</p>
<ul>
<li>Previous experience in data abstraction is helpful (Preferred)</li>
<li>Minimum of 2 years in a related field of healthcare (Required)</li><br>
</ul></div>
<p><b>Why Community?
</b></p><p>At Community Health Network, we build teams that deliver exceptional care through empathy, communication and collaboration. We consider ALL an integral part of the exceptional patient experience. We PRIIDE ourselves on not having employees but Caregivers. Join our Community as we make a difference in your community.</p></div></div><p></p>

Clinical Research Coordinator

Van Ausdall & Farrar

<div><div>The Mailroom/Resource Center Coordinator is responsible for supporting the entire customer service, administrative, and production activities according to the contracted company policies and procedures. This will involve the daily operational processes of the assigned customer site (located in Columbus, IN) and duties will vary by site. We are looking for someone who excels at customer service and possesses strong administrative skills.</div><div>
Hours: Monday-Friday, 7:30a-4:30p</div><div></div><div><b><br>
What You Have</b></div><ul><li>
Excellent verbal and written communication skills</li><li>
Friendly and approachable demeanor</li><li>
Excellent interpersonal and customer service skills</li><li>
Excellent time management skills, with a proven ability to prioritize and meet multiple deadlines</li><li>
Ability to function well in a high-paced and at times stressful environment for production center</li><li>
Dependable and punctual</li><li>
Collaborative team player, willing to take on any job to help the team as a whole</li><li>
Ability to take direction and work independently</li><li>
Strong attention to detail</li><li>
Resiliency
</li><li>Ability to stand and walk for long periods of time within the production/manufacturing environment</li><li>
Ability to lift up to 50 pounds</li></ul><div><b>
What You'll Do</b></div><ul><li>
Ensure that Customer Care &amp; FM Operations Manager is kept up to date on site activities &ndash; particularly those activities that may have an impact on the overall client relationship/expectations</li><li>
Prepare customer site data &amp; metrics and present during quarterly business reviews</li><li>
Organize his/her own work and resources systematically with a sense of objectives, practicing time management and the ability to prioritize so that efforts produce desired business results</li><li>
Being proactive in seeking out opportunities to be helpful during idle time</li><li>
Providing outstanding customer service to all you encounter</li><li>
Follow dress code, attendance, and customer experience policies</li><li>
Site Billing</li><li>
Conducting mail runs</li><li>
Set up &amp; triage issues with virtual meeting equipment</li><li>
Set up &amp; refresh of meeting rooms</li><li>
Provide administrative services as outlined in the Customer Scope of Work, including (but not limited to):</li></ul><div>
 a. Front Desk support</div><div>
 b. Answering phones and managing email</div><div>
 c. Greeting guests &amp; customers</div><div>
 d. Handling scanning projects</div><div>
 e. Mail Services, including processing, pick-up and delivery</div><div>
 f. Using production equipment to create booklets, documents, and other services as requested</div><div></div><div><b><br>
What You'll Bring to the Role</b></div><ul><li>
High school diploma or equivalent</li><li>
3-5 years&rsquo; work experience in a customer-facing role</li><li>
Prior experience working in an administrative capacity, highly desired</li><li>
Reliable transportation</li><li>
A valid Indiana state driver&rsquo;s license</li><li>
Motor vehicle report (MVR) with clean driving history</li></ul><div><b>
About VAF</b></div><div><br>
Van Ausdall &amp; Farrar is Indiana's leader in business office technology services since 1914. We provide Cloud Solutions, Cybersecurity, IT Managed Services, Copy &amp; Print Solutions, Internet/ISP Services, Phones, Video Surveillance, Document Conversion, and much more. We are a privately-owned, Indianapolis based business whose mission is to provide value-driven technology solutions to meet the individual needs of our customers, while providing world-class customer service &amp; making a positive impact on our community.</div><div>
At Van Ausdall &amp; Farrar Inc, we are committed to fostering an inclusive and welcoming environment. We are an equal opportunity employer (EOE) and evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status. We encourage individuals of all backgrounds to apply, and we actively seek to promote a workplace where everyone feels valued, respected, and empowered to contribute their best. Please contact us to request reasonable accommodation to participate in the job application or interview process.</div></div>

Resource Center Coordinator

MHAI/Emberwood Center

<p><b>Job Description</b></p><p><b>Job Title: Development Operations Manager </b></p><p><b>Department: Administration/AAPE/Operations</b></p><p><b>Reports to: Stephanie Anderson </b></p><p><b>Hours per week: </b> 40</p><p><b>Exempt/Non Exempt: Exempt </b></p><p><b>Work location: </b>In-office required approximately 80% of scheduled work time, with flexibility to work from home up to 20%.</p><p><b>Purpose/Scope</b></p><p>The Development Operations Manager serves as a cross-functional, gap-filling role within the Operations Team, supporting the organization and all programs by helping ensure day-to-day operational continuity, responsiveness, and high-quality internal service. This position acts as a bridge across key operations functions&mdash;providing primary support to development operations while also assisting with administrative and coordination needs in IT, purchasing, fiscal/finance processes, marketing support, clerical operations, and executive/administrative support to the Chief Operating Officer.</p><p><b>Job Summary</b></p><p>The Development Operations Manager provides operational and administrative leadership and hands-on support to keep core internal functions running smoothly across the organization. Working closely with the Operations Team and program staff, the role strengthens development operations through coordinated support of complex organizational systems, calendars, documentation, data and reporting support, and process follow-through. As organizational needs shift, the position flexes to cover priorities across IT coordination, purchasing and vendor support, finance-related administrative tasks, marketing and communications support, clerical coverage, and executive assistant functions for the Chief Operating Officer&mdash;ensuring timely execution, consistent customer service, and well-documented, efficient workflows.</p><p><b>Qualifications:</b></p><ul><li>Highly organized, detail-oriented, and able to manage multiple concurrent priorities with minimal supervision.</li><li>Strong customer service mindset with the ability to communicate professionally with sponsors, exhibitors, vendors, and internal stakeholders.</li><li>Demonstrated ability to maintain accurate records, handle confidential information, and exercise sound judgment.</li><li>Comfortable learning and supporting technology systems (e.g., CRM, e-commerce platforms, Microsoft 365, shared drives) and troubleshooting basic user issues.</li><li>Process-minded with the ability to document workflows, track tasks to completion, and identify improvements.</li><li>Systems-focused mindset with the ability to understand complex organizational systems, see interdependencies across teams, and support integration of work through clear processes, documentation, and coordinated handoffs.</li><li>Collaborative team player who can flex between administrative, development, marketing, IT coordination, and finance-related support tasks.</li><li>Experience with fundraising/development work&mdash;or a strong desire to learn fundraising best practices and support donor stewardship and campaign activities.</li></ul><p><b>Requirements:</b></p><p>&middot; Bachelor&rsquo;s degree in business, nonprofit management, communications, or related field, or equivalent combination of education and experience.</p><p>&middot; 3+ years of experience in operations, administrative support, development operations, or a related coordination role is preferred.</p><p>&middot; Proficiency with Microsoft 365 (Outlook, Excel, Word, Teams) and comfort using shared files, calendars, and task tracking tools.</p><p>&middot; Experience working in a CRM (Virtuous preferred) including data entry/quality, basic reporting, and receipting processes.</p><p>&middot; Prior exposure to fundraising, donor relations, or development operations is preferred (or demonstrated interest in learning and supporting fundraising activities).</p><p>&middot; Ability to work on-site approximately 80% of scheduled work time; remote work up to 20% with manager approval and operational need.</p><p>&middot; Ability to occasionally lift/carry and move materials (e.g., event or exhibitor supplies) up to 25 pounds.</p><p>&middot; Valid driver&rsquo;s license and reliable transportation (if required for local pickups/deliveries).</p><p><b>Responsibilities:</b></p><ul><li>Serve as a cross-functional operations resource, providing coverage and continuity across development, finance-related administration, IT coordination, marketing support, purchasing, and executive assistance.</li><li>Own and maintain key operational systems and workflows that support development and organization-wide efficiency (e.g., CRM, online store, sponsor/exhibitor coordination).</li><li>Facilitate integration across departments by aligning workflows, improving handoffs, maintaining shared documentation, and supporting continuous improvement of operational systems.</li><li>Ensure accurate tracking, documentation, and follow-through of operational tasks, requests, inventory/materials, and approvals.</li><li>Support strong internal and external communication by coordinating with sponsors, exhibitors, vendors, and staff, and ensuring timely responses.</li><li>Handle sensitive information with discretion and support leadership through high-quality administrative and executive assistant services.</li></ul><p><b>Specific Duties</b></p><p><b>Development:</b></p><p>&middot; <b>Exhibitors and materials management</b>: Manage exhibitor processes and requests; coordinate logistics; maintain inventory; purchase and track materials utilized by departments; document procedures and timelines.</p><p>&middot; <b>CRM (Virtuous) administration, fundraising support, and receipting</b>: Perform daily system management tasks (data entry, imports/exports as appropriate, user support); monitor data quality and usage; support donor communications and stewardship workflows; process gifts and support timely acknowledgement/receipting; assist with basic reports and dashboards as assigned.</p><p>&middot; <b>Sponsor communications and benefits fulfillment</b>: Lead communications with organizational sponsors regarding benefit usage; coordinate delivery/activation of benefits; track status and deadlines; ensure sponsor questions are answered promptly and professionally.</p><p>&middot; <b>Online store management</b>: Manage the MHAI online store including product listings, inventory/fulfillment coordination, customer service, and order issue resolution in collaboration with relevant staff.</p><p><b>Operations:</b></p><p>&middot; <b>IT asset tracking support</b>: Assist the Digital Presence Manager with tracking IT assets; act as an equipment liaison for check-in/check-out, basic inventory records, and coordination with vendors/IT support as needed.</p><p>&middot; <b>Purchasing support and approvals tracking</b>: Participate in the purchasing approval flow; gather needed documentation and quotes; track approvals and purchase status; maintain organized purchasing records and vendor files.</p><p>&middot; <b>Deposits and financial operations support</b>: Facilitate the deposit of checks received using remote deposit procedures; ensure documentation is complete and routed appropriately; support clerical needs of the Director of Financial Operations and Director of Contracts and Projects Management.</p><p>&middot; <b>Marketing and social media support</b>: Assist the Director of Marketing with social media management and execution of the social media strategy, including scheduling/coordination, basic content support, and performance tracking as assigned; coordinate with the Digital Presence Manager as needed.</p><p>&middot; <b>Executive assistant support</b>: Provide executive assistant services for the Chief Operating Officer, including scheduling, meeting preparation, correspondence drafting, document preparation, and follow-up tracking.</p><p>&middot; <b>General operations coverage</b>: Provide clerical and administrative coverage for the Operations Team as needed; support special projects; perform other duties as assigned.</p><p>Pay: $50,000.00 - $60,000.00 per year</p><p>Benefits:</p><ul><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Work Location: Hybrid remote in Indianapolis, IN 46202</p>

Development Operations Manager

Hyco Logistics

<p><b>Job Summary</b></p><p>We are seeking a detail-oriented and organized Administrative Assistant to support the day-to-day administration of our office. This role plays a key part in maintaining accurate financial records and managing administrative systems. The ideal candidate is highly organized, comfortable working with numbers, and experienced in handling routine bookkeeping and administrative tasks.</p><p><b>Key Responsibilities</b></p><ul><li>Manage weekly invoicing for clients</li><li>Track incoming client payments and outgoing vendor payments following approval</li><li>Organize, file, and maintain physical and digital receipts for proper documentation</li><li>Update and manage expense-tracking reports using Excel spreadsheets</li><li>Maintain up-to-date business records, agreements, and documentation</li><li>Check, sort, and distribute incoming postal mail</li><li>Provide general administrative support to various departments as needed</li></ul><p><b>Qualifications</b></p><ul><li>Previous experience in an administrative support role</li><li>Proficiency with QuickBooks and Microsoft Excel</li><li>Strong organizational skills and attention to detail</li><li>Ability to manage multiple tasks and meet deadlines</li><li>Excellent recordkeeping and documentation skills</li><li>Reliable, professional, and able to work independently</li></ul><p><b>Why Join Us</b></p><ul><li>Be a key contributor to the organization&rsquo;s operational success</li><li>Supportive team environment</li><li>Opportunity to grow within administrative and financial operations</li></ul><p>Pay: $20.00 - $22.00 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul><p>Experience:</p><ul><li>QuickBooks: 1 year (Required)</li></ul><p>Language:</p><ul><li>Spanish and English (Required)</li></ul><p>Work Location: In person</p>

Administrative Assistant

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