Office Coordinator

Apscareerportal; Illinois; On-site; USD 26,000 - 34,000; Full time

Benefits offered by this job

Health insurance

PTO Accrual 14 days/year

Vision insurance

401(k)

401(k) matching

Competitive salary

Dental insurance

Free food & snacks

11 Paid Holidays

Life Insurance Policy $25k

Lifesong pays 80% of medical premiums

Lifesong pays 50% of dental & vision

Job summary

Lifesong for Orphans is seeking an Office Coordinator to support pre and post adoption processes, manage office administration, and coordinate ministry logistics for staff and volunteers. You will provide friendly customer service to employees and visitors, handle mail and shipments, and assist with event and conference logistics.

The role emphasizes teamwork, attention to detail, and proactive service within a faith-based nonprofit environment.

Qualifications

• Associates’ Degree or equivalent training in office administration is required.
• At least 3 years of professional, relevant experience is preferred.
• Notary Public commission or willingness to obtain one is advantageous.

Responsibilities

• Assist with coordinating pre and post adoption applications and related processes.
• Coordinate office administrative tasks and ministry logistics for Lifesong employees and volunteers.
• Provide courteous and professional customer service to employees, guests, and inquirers.
• Manage office supplies, mail, shipments, and event logistics as needed.
• Support marketing materials organization and conference materials storage.

Education

Associates’ Degree or equivalent training in office administration

3+ years’ experience of professional and relevant experience

Notary Public commission or willingness to obtain one

Tools

CRM systems

Job description

Benefits

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Free food & snacks

LOCATION

Lifesong Office, Gridley, IL

REPORTS TO

Program Director

STATUS

Full-time

FLSA

Non-Exempt

PAYGRADE

US 2 ($19 - $25 per hour)

BENEFITS

11 Paid Holidays, PTO Accrual (starting at 14 days a year), 5% Match 401k, $25k Life Insurance Policy, Medical Insurance (Lifesong pays 80% of premiums), Dental and Vision Insurance (Lifesong pays 50% of premiums), Voluntary Long-Term Disability and Additional Life Insurance

WORKS CLOSELY WITH

Lifesong Team and Leadership, Inquirers from the public, Givers, Pre/Post Adoptive Families, and Ministry Partner Representatives

CORE FOCUS OF LIFESONG FOR ORPHANS

Mission

Bringing the joy and purpose of Jesus to orphaned and vulnerable children

Vision

Orphaned and vulnerable children becoming disciples of Jesus, in healthy relationships, engaged in a local church, experiencing family and meaningful work

Method

Engaging, equipping, and encouraging Christ’s Body – some to adopt, some to care, and some to give

POSITION PURPOSE

This Office Coordinator position advances the mission of Lifesong through assisting with the coordination of pre and post adoption applications, coordinating office administrative tasks, coordinating ministry logistics for Lifesong employees and volunteers, and providing courteous and professional customer service to Lifesong employees, guests, and inquirers.

PRIMARY RESPONSIBILITIES AND DUTIES

• 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 (Christian Alliance for Orphans) 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

REQUIRED SKILLS

• 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

EDUCATION AND EXPERIENCE

• Associates’ Degree or equivalent training in office administration
• 3+ years’ experience of professional and relevant experience
• Self-starter with strong initiative
• Team-oriented with strong interpersonal communications skills and self-awareness
• The ability to be sensitive to and aware of intercultural dynamics within diverse teams
• Flexible, collaborative, and eager to support others
• Skilled in creative problem solving
• Experience in a non-profit setting is preferred
• Possess a Notary Public commission or be willing to obtain one

CONDUCT

This position requires an active commitment to the core focus, values, and statement of faith of Lifesong. In the course of performing job duties, Lifesong employees will follow Employee Handbook policies, and act in a manner that honors Christ, demonstrating a personal Christian faith and witness in all interpersonal interactions. Lifesong is also committed to safeguarding and promoting the welfare of children and program participants and expects all employees and volunteers to share this commitment. Conduct that demonstrates the values listed below are required of all Lifesong employees.

Love God and His People, Serve with Humility, Steward Faithfully

WORKING CONDITIONS AND PHYSICAL DEMANDS

• Tasks are normally conducted in a regular office environment requiring the use of computer and mouse and other standard office equipment
• Employees may be required to travel and have a valid driver’s license and passport
• There are no specific job hazards, PPE, ergonomic concerns (beyond what was listed above), or transport of hazardous material
• Employees may need to lift and move up to 35 lbs. on occasion
• Employees are required to observe safety principles while performing the duties of the position

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel in the classification. Work hours may be irregular including performing duties on evenings or weekends.