Office Coordinator

Job Summary:

The Office Coordinator serves as the operational backbone of the Chippewa Valley Free Clinic, ensuring seamless day-to-day administration across all departments in a 28 -hour-per-week capacity. This role bridges facility management, technology support, donor database administration, and communications.

Duties/Responsibilities:

• Oversee day-to-day office administrative operations, ensuring the clinic runs efficiently and professionally across all departments
• Facility Management
• Serve as the first point of contact for building maintenance, repairs, and contracted services
• Coordinate and schedule volunteer maintenance and custodial needs
• Maintain an up-to-date inventory spreadsheet for computer and physical equipment
• Clinic Operations
• Monitor, order, and manage office supplies and printed materials
• Work with Executive Director on creation of two newsletters, annual report and holiday appeal letters.
• Provide office orientation and onboarding support for new staff
• Coordinate the meal provider schedule
• Identify and escalate facility, staff, or operational concerns to the Executive Director in a timely manner
• Schedule and actively participate in staff meetings in a professional manner
• Contribute to annual operations budget development by tracking expenses and service-based costs
• Technology Management
• Serve as the first point of contact for internal technical support for computers, software, and office equipment, in coordination with the IT consultant
• Monitor failing or outdated equipment
• Maintain the clinic website and social media accounts under the direction of the Executive Director
• Administer and maintain the donor database, ensuring accurate and up-to-date records
• Human Resources Support
• Support the hiring cycle by conducting candidate phone screenings, and preparing new hire packets
• Reporting & Administrative Support
• Generate monthly board reports and maintain the general filing system
• Compile statistical data and information for grants, publications, and board meetings
• Assist the Executive Director with varied administrative responsibilities as needed

Clinic Support:

Maintain a consistent and reliable presence during clinic operations in accordance with the established schedule, providing direct support to ensure efficient and compassionate patient care.

Supervisory Responsibilities:

This position does not have supervisory duties.

Required Skills/Abilities:

· Exceptional attention to detail, confidentiality, and ability to manage multiple priorities in a fast-changing environment

· Demonstrated problem-solving skills and adaptability when working with diverse staff, volunteers, and patients

· Commitment to respecting and adhering to organizational policies, procedures, and best practices

· Awareness of and sensitivity to the psychosocial barriers facing uninsured patients

· Proficient in contemporary office equipment, Microsoft Office Suite, and database technology, including EMR data reporting and donor database management

· Strong verbal and written communication skills with a professional, diplomatic approach

• Uphold patient confidentiality and demonstrate sensitivity to the psychosocial barriers facing uninsured patients

Education and Experience:

· High School Diploma or Equivalent

· Minimum 2 years of administrative experience required

Work Environment & Physical Demands

• Physical Activity: Frequent standing, walking, bending, and lifting up to 50 pounds.
• Setting: Office setting, sometimes requiring travel between departments.
• Exposure: High potential for exposure to hazardous materials, such as bloodborne pathogens and sharp instruments.
• Safety: Strict adherence to safety protocols and infection control is required

Job Type: Part-time

Pay: From $26.00 per hour

Application Question(s):

• Are you able to start your work day at 8 a.m. Monday - Thursday?

Experience:

• office management: 2 years (Required)
• Donor database: 1 year (Required)
• Social media management: 1 year (Required)
• MS office suite: 2 years (Required)

Work Location: In person

Salary : $26