Job Title: Administrative Operations Coordinator

Company: Youth Service Bureau of St. Joseph County

Location: South Bend, Indiana

Salary Range: $40,000 - $45,000 (Full-time)

Benefits: Healthcare, 401K Match, Flexible Work Environment

About Us:

The Youth Service Bureau of St. Joseph County is dedicated to ensuring the safety and well-being of all youth in our community. We believe every young person deserves a safe and supportive environment to thrive. Our organization works tirelessly to provide critical services and support to at-risk youth and their families.

Position Overview:

We are seeking an Operations Coordinator to join our team and play a pivotal role in supporting our mission at the administration level. The Operations Coordinator will work closely with senior leadership to perform executive assistant tasks, aid in finance and administration duties, and provide office and event support for our fundraising campaigns and events.

Key Responsibilities:

• Executive Support:
  • Efficiently schedule the CEO's meetings, appointments, and activities, optimizing their time and productivity.
  • Assist in preparing reports, presentations, and correspondence, maintaining a high standard of professionalism.
  • Handle data entry tasks and draft memos or documents as requested by the CEO.
  • Occasionally serving as the welcoming face of the organization by answering phones, greeting visitors, and directing inquiries.
  • Maintain an organized office environment, including managing office supplies and equipment.
  • Maintain the highest level of discretion and confidentiality in handling sensitive information and communications.

• Finance and Administration:
  • Assist in procurement processes for organization properties, including purchasing supplies and equipment.
  • Assist in scheduling and coordinating contractors for maintenance tasks such as snow plowing and lawn maintenance.
  • Support the maintenance of accurate records of expenses, invoices, and contracts.
  • Efficiently manage the supply of agency printed materials, branded promotional items, letterhead, and stationery.
  • Ensure adequate inventory levels and reorder supplies as needed.
  • Maintain an organized supply inventory and storage.

• Event and Fundraising Support:
  • Assist in running errands and completing assistant-level tasks related to community events and fundraisers.
  • Works closely with YSB Events Director to ensure all donor thank you letters, donor communication and timely stewardship messaging.
  • Manages YSB donor database. Tracks donor cultivation activities, donor prospects, and event management in Bloomerang. 
  • Works with direct care staff regarding donations needed or given, obtains donor information, and ensures donor stewardship
  • Orders all YSB letterhead, note cards, promotional items,
  • Coordinate YSB volunteers. Serves as the point of contact for group volunteers, communicates with YSB staff regarding volunteer projects, ensures groups are welcomed and properly thanked.
  • Assists the CEO, Finance Director and Events Director as necessary.
  • Collect and manage RSVPs for all events to ensure smooth coordination.
  • Perform data entry tasks related to gift processing and donor database management.
  • Prepare and send thank you letters to donors.
  • Send pledge reminders to donors in a timely manner.

Preferred Qualifications:

• A bachelor’s degree in social work, public policy, public affairs, accounting or business administration is preferred.
• Strong executive presence and the ability to interact effectively with internal and external senior leadership and staff.
• Exceptional organizational and time-management skills with an acute attention to detail.
• Collaborative mindset and the capability to work effectively with diverse teams.
• Proficiency in Microsoft Office Suite, Google Drive, donor management systems and other relevant software.
• Outstanding written and verbal communication skills.
• Commitment to the mission and values of the Youth Service Bureau.
• Detail Oriented.

Benefits:

• Salary within the range of $40,000 - $45,000
• Comprehensive healthcare benefits.
• 401k retirement plan with employer match.
• A supportive and mission-driven work environment.
• Flexibility to work hybrid/remote within South Bend, Indiana.

How to Apply:

Interested candidates should submit a resume and optional cover letter to jobs@ysbsjc.org. Please include "Operations Coordinator Application" in the subject line. Applications will be accepted until the position is filled.

The Youth Service Bureau of St. Joseph County is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.