Job Description

This position is responsible for managing operational functions to support the Greater Indiana Chapter team in reaching strategic goals, while also providing administrative support to the Chapter Executive. The position provides excellent customer service to the internal team and external constituents, manages office vendors and equipment, supports financial processes, and assists with Chapter Board and staff meetings. In partnership with Chapter leadership, the position will adapt and evolve processes and tools to optimize the Chapter’s efficiency and performance. The role requires independent judgment, confidentiality, and the flexibility to adjust to changes in the job structure. The position is based in Indianapolis, Indiana and reports to the Chapter Executive, managing other administrative staff.

JOB RESPONSIBILITIES
* Provide administrative support for the Chapter Executive, including anticipating needs, preparing correspondence, completing reports, scheduling, making travel arrangements, managing information, preparing meeting materials and other special projects
* Manage logistics, meeting materials, minutes, rosters and tools for the Chapter Board of Directors and Board committees or work groups
* Plan, execute and manage meeting materials, notes and information related to staff meetings and retreats
* Manage logistics and coordination of other events, including receptions, donor events and presentations led by the Chapter Executive
* Develop and monitor budgets for Greater Indiana Chapter office and administrative expenses
* Manage office and equipment vendors and supplies, including identifying needs, securing and comparing quotes, and controlling expenses
* Assist in onboarding new staff to provide job equipment and training on administrative processes
* Prepare and deliver bank deposits and accounts payable, send documentation to regional finance staff, and maintain files and financial records
* Serve as backup IT support and liaison to the Home Office IT team for troubleshooting chapter-level issues
* Act as a liaison to Home Office operations contacts, including finance, donor relations, information technology and human resources
* Adapt processes and tools to ensure smooth, efficient and cost-effective operations as the needs of the Chapter evolve
* Supervise administrative staff, currently the part-time Administrative Assistant and the Donor Relations Specialist
* Recruit, train and provide guidance to office volunteers, identifying opportunities to engage volunteers in clerical work and provide meaningful volunteer roles
* Provide administrative support to other Chapter leaders as needed
* Other duties as assigned

MINIMUM REQUIREMENTS
* Bachelor’s degree in business administration or related field
* At least five years of professional experience in administrative or operations role in an office setting, experience in nonprofit or mission-driven organization preferred
* Demonstrated organizational, analytical and critical-thinking skills, including the ability to adapt processes and projects as Chapter needs evolve
* Excellent interpersonal and communication skills, including oral and written
* Strategic decision-making skills, demonstrating effective cost-benefit analysis and reflecting process-oriented solutions
* Management skills, including the ability to set clear goals, organize projects, establish and manage budgets, develop work processes and supervise administrative staff
* Experience managing vendors and negotiating contracts
* Self-starter, ability to work independently, take initiative and solve problems
* Detail-oriented, efficient, ability to multi-task and work among frequent interruptions
* High level of diplomacy, confidentiality and initiative
* A strong work ethic, and an outgoing, positive and engaging personality
* Ability to work with diverse communities and demonstrate inclusiveness
* Strong computer skills, including fluency with Microsoft Word, Excel, Power Point, Google Mail, Google Calendar and Google Drive, as well as database software
* Ability to bend, lift, stoop and transport up to 25 lbs. of materials
* Limited travel (<10%) to Chapter events, Board meetings and remote offices and occasional evening and weekend work associated with these activities

 

Application Instructions

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