Operations & Administrative Coordinator

Icarevision; San Antonio (TX); On-site; USD 52,000 - 58,000; Full time

Benefits offered by this job

Health insurance

In-house vision care

Dental stipend

Simple IRA match

Generous PTO

Annual bonus potential

Job summary

I Care San Antonio is seeking an Operations & Administrative Coordinator to partner with the Executive Director, improve systems, and streamline processes in a faith-based nonprofit focused on restoring sight and transforming lives. This role offers broad responsibility and opportunities for growth.

You'll provide executive support, HR onboarding, board materials, office and financial admin, and ensure confidential handling of donor data.

Qualifications

• Associates or equivalent experience required.
• 3+ years of administrative, operations, nonprofit, or office management experience.
• Experience with databases, CRM systems, or data management, and high proficiency in Microsoft 365.
• Exceptional written and verbal communication skills.
• Discretion and trust when handling confidential information.

Responsibilities

• Provide administrative support to the Executive Director.
• Prepare agendas, take detailed minutes, and track action items.
• Support HR onboarding processes and maintain confidential records.
• Prepare board packets, financial updates, and committee reports ahead of meetings.
• Maintain official board records, conflict of interest forms, and meeting minutes.
• Organize and maintain digital filing systems and SOPs to improve processes.

Skills

Microsoft 365 proficiency

CRM systems experience

Data management

Discretion & integrity

Education

Associates or equivalent experience

Job description

Are you a master organizer who thrives in dynamic environments? Do you love the satisfaction of crossing things off a to-do list and bringing order to chaos? If so, we want you on our team.

This position offers far more than traditional administrative support; it is an opportunity to serve as a trusted partner to the Executive Director and play a key role in the organization's success. The Operations & Administrative Coordinator will have broad responsibility, meaningful autonomy, and the ability to improve systems, streamline processes, and help shape how the organization operates. As a faith-based, mission-driven organization dedicated to restoring sight and transforming lives, the work has a direct and tangible impact on the community. As I Care San Antonio continues to grow, this position offers the opportunity to grow professionally alongside the organization, taking on increasing responsibility and leadership over time.

Key Responsibilities

Executive & Administrative Support

• Provide administrative support to the Executive Director
• Prepare agendas, take detailed minutes for meetings, and track action items to ensure team accountability.

HR Support

• Support human resources by assisting the Executive Director in staff onboarding processes, maintaining confidential personnel records, and tracking compliance requirements.
• Compile, format, and distribute board packets, financial updates, and committee reports ahead of meetings
• Maintain official board records, conflict of interest forms, and meeting minutes in compliance with nonprofit regulations.

Office & Facilities Management

• Maintain a functional, welcoming physical (or digital) office environment; manage office supplies and technology inventory
• Organize and maintain digital filing systems to ensure the team can find what they need instantly.
• Create, document, and improve administrative processes and Standard Operating Procedures (SOPs) to build institutional memory

Basic Bookkeeping & Financial Admin

• Process accounts payable/receivable, code expenses accurately, and manage staff expense reports.
• Input donor checks and online gifts into the database and generate timely tax acknowledgment letters.
• Gather necessary documentation for monthly reconciliation and annual tax filings (990 preparation) for our external accountant

Qualifications

Education:

Associates or equivalent experience required.

Experience:

3+ years of administrative, operations, nonprofit, or office management experience.

Technical Skills:

Experience with databases, CRM systems, or data management, alongside a high proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint)

Skills

The "Swiss Army Knife" Mindset:

You genuinely enjoy variety and don't mind shifting gears from reviewing a contract to troubleshooting the printer or drafting a board memo all in the same afternoon.

Hyper-Organized:

You have a system for everything and a keen eye for detail. Nothing slips through the cracks on your watch.

Discretion & Trustworthiness:

You will handle confidential financial data, donor information, and board discussions with absolute integrity.

Communication Pro:

Exceptional written and verbal communication skills, with the ability to interact professionally with high-level board members and donors alike.

Collaboration:

Excellent communication and collaboration abilities, allowing you to work effectively with leadership, staff, and external stakeholders.

Mission Alignment:

A genuine passion for supporting mission-driven work and helping our community thrive.

Why You’ll Love This Role

You won't be siloed in a boring, repetitive box. You will see the direct impact of your work every single day. When you build a better spreadsheet, the ED can fundraise more effectively. When you handle the facility logistics, the marketing coordinator can focus on storytelling. You are the glue that holds our mission together.

Working Conditions

Full-time position with occasional evening or weekend commitments.

Work is conducted primarily in a clinical or office setting, with community outreach and event participation required.

Compensation

Salary Range: $52,000 - $58,000 plus benefits package to include health insurance, in house vision care, dental stipend, Simple IRA match (after one -year waiting period), a generous PTO package, and the potential for an annual bonus.