Office coordinator / administrative assistant

NAMI Indiana is the state chapter for the National Alliance on Mental Illness that works to provide support, education, and advocacy to people and families impacted by mental illness. We work to end the stigma associated with mental health conditions so that people are more likely to seek help. We are able to do this work because of the committed and passionate staff and volunteers around Indiana. The office coordinator / administrative assistant will support staff and volunteer leaders as part of the larger effort to improve the lives of people living with mental illness.

The office coordinator / administrative assistant oversees the organization and coordination of membership, administration, and volunteer support activities. The administrative assistant/office manager shall report directly to the executive director.

Full-time, $16/ hour with benefits. Benefits include health, dental, vision, 401k matching, employee assistance program, paid time off, and more.

Responsibilities and Essential Duties:

Office Coordination

• Acts as primary point-of-contact for organization and takes responsibility for day-to-day operations, including:
  • Coordinates housekeeping activities such as shopping for general office/kitchen supplies, ensuring a tidy office environment, taking paper and cardboard recycling to appropriate facilities, and coordinating shredding services
  • Serves as primary point of contact with property management
  • Under the direction of the executive director, communicates with service vendors to resolve issues and maintain/renew contracts
  • Serves as the first point of contact for general telephone, mail, email, and in-person communications
• Handles general office management tasks, including:
  • Develops and maintains digital filing through Google Team Drive
  • Under the direction of the communications team, coordinates mass mail and email communications as needed
• Maintains NAMI Indiana membership database and coordinates with local affiliates to process membership and resolve questions from local leaders
• Ensures adequate postage inventory is available
• Manages cloud based phone system (VOIP) and ensures appropriate outgoing messages, dial plan, and works with phone customer support to resolve issues

Administrative Assistant

• Supports staff programs, training, outreach, events, advocacy, and affiliate management activities – as appropriate.
• Work with executive director and CPA to coordinate financial duties such as bank deposits, handling invoices, check requests, and other basic finance functions
• Assist executive director with board meeting materials and preparation
• Work with executive director to support board committee meetings, such as finance committee
• Perform general clerical duties to include copying, faxing, and mailing
• Maintains data for events and programs and creates reports as needed
• Receive and sort mail
• Prepare written correspondence, memoranda, and reports as assigned – including donor and other acknowledgements
• Arrange staff training and appreciation events
• Manages donations and ensures accurate data and timely donor acknowledgements using the donor management system (currently Little Green Light)
• Delegate to/supervise office volunteers and interns doing clerical and administrative tasks

Qualifications

• Associates Degree or equivalent experience
• At least two (2) years of clerical support or administrative experience
• Confident on the phone and willing/able to serve as main point of contact for callers in a supportive and empathetic style (training is provided)
• Respectful of people affected by mental health conditions
• Basic knowledge of mental illnesses, treatments, recovery, mental health care systems, and an interest in learning more
• Excellent communication and computer skills
• Capable of quickly and independently learning the organization’s online-based data management and communication tools.

Preferences

• Familiarity with NAMI mission and programs
• Participation in one or more NAMI education programs or support group facilitator trainings (NAMI Family to Family, NAMI Peer to Peer, NAMI Basics, NAMI Ending the Silence, NAMI Connections facilitator, NAMI Family Support Group facilitator)