Nonprofit Office Coordinator - Adoption & Events

Lifesong Inc; Gridley (IL); On-site; USD 26,000 - 34,000; Full time

Benefits offered by this job

Health insurance

PTO

Vision insurance

401(k)

401(k) matching

Competitive salary

Dental insurance

Free snacks

11 paid holidays

PTO accrual 14 days

Job summary

Lifesong Inc. in Gridley, IL seeks an Office Coordinator to support pre- and post-adoption processes, manage office tasks, logistics for Lifesong staff and volunteers, and deliver professional customer service to employees and visitors.

The role requires an Associate degree or equivalent, 3+ years of relevant office experience, strong interpersonal skills, and intercultural awareness. The position is full-time, on-site, with a focus on hospitality and administrative excellence.

Qualifications

• Passionate commitment to Lifesong’s Core Focus.
• Proactive with service that is kind and accommodating to all.
• Team-oriented with strong interpersonal communications skills.
• The ability to be sensitive to and aware of intercultural dynamics within diverse teams.
• Great attention to detail.

Responsibilities

• Assist with the coordination of pre and post adoption applications.
• Receive, check, and begin the adoption assistance application process.
• Reply to families who have questions or missing information.
• Complete adoption commitment spreadsheet for Lifesong.
• Review applications and write recommendations as time permits.
• Assist adoption funding coordinators in their role as needed.
• Communicate funding decisions to families when necessary.
• Coordinate Office Administrative Tasks.
• Coordinate employee hospitality.
• Ensure the Lifesong office is locked at the end of the business day.
• Purchase and stock coffee, soft drinks, and candy for Lifesong office amenities.
• Clean and organize the Lifesong kitchen area.
• Make coffee in the office as needed.
• Organize and order food for the monthly prayer lunch.
• Organize and order food for the monthly lunch and learn.
• Manage office supplies, mail deliveries, and shipments.
• Order office supplies, kitchen supplies, and occasional other approved items needed by employees.
• Pick up mail from the Gridley post office at 9:15 am and deliver to recipients.
• Drop off mail at post office by 4:30pm every night as needed.
• Send out all UPS packages including for Lifesong conferences as needed.
• Organize and coordinate the mailing of Giver appreciation gifts and help with other fundraising campaigns and mailings as needed.
• Assist the Marketing and Communications department with organizing or storing conference materials within the warehouse.
• Coordinate ministry logistics when for Lifesong employees and volunteers.
• Coordinate logistics for employee events from attendance to food arrangements.
• Coordinate the travel, lodging, and meal plans for Lifesong employees attending the CAFO annual summit.
• Assist in attendee management and lodging accommodations.
• Help administer logistics for Lifesong Vision trips, arranging transportation, lodging, communication with guests, visa details, etc.
• Order travel insurance for employees, volunteers, vision trip guests, and ministry partner mission teams when necessary.
• Provide courteous and professional customer service to Lifesong employees, guests, and inquirers.
• Greet and serve visitors who come to the Lifesong office.
• Answer and direct all general phone calls, voicemails, and e-mails that come to the Lifesong office or the [e-mail] inbox.
• Assist Lifesong employees with finding and logging information in Lifesong systems (to include CRM, HRIS, and other systems or databases).
• Coordinate sending out personalized notes from the Vice President to givers such as post cards, thank you cards, event invitations, or other similar communications.
• Miscellaneous Duties: Performs other duties, as assigned

Skills

Passionate commitment to Lifesong’s

Proactive service mindset

Team-oriented

Intercultural sensitivity

Attention to detail

Education

Associates’ Degree or equivalent training in office administration

Job description

Lifesong Inc. in Gridley, IL seeks an Office Coordinator to support pre- and post-adoption processes, manage office tasks, logistics for Lifesong staff and volunteers, and deliver professional customer service to employees and visitors.

The role requires an Associate degree or equivalent, 3+ years of relevant office experience, strong interpersonal skills, and intercultural awareness. The position is full-time, on-site, with a focus on hospitality and administrative excellence.