Part-Time Administrative Coordinator

Goodwill Legacy Group; Indianapolis (IN); On-site; USD 19,320 - 27,517; Part time

Benefits offered by this job

Corporate wellness program

Employee Assistance Program

Discount on Goodwill retail stores

Job summary

Goodwill Legacy Group is seeking a part-time Administrative Coordinator for Mission & Education to provide vital administrative support to various leadership teams in Indianapolis. This role focuses on enhancing efficient operations through coordination and organizing various administrative functions.

Key responsibilities include scheduling, travel coordination, and support for communications. Ideal candidates are well-organized, adaptable, and possess solid customer service skills, making this role essential for internal customer satisfaction.

Qualifications

• Demonstrates proficiency in office administrative practices.
• Has the ability to manage multiple priorities in a fast-paced environment.
• Must have excellent customer focus and communication skills.

Responsibilities

• Provide comprehensive administrative support to executives.
• Coordinate travel arrangements for senior directors.
• Assist with event planning logistics and communications.

Skills

Proficiency in Microsoft Office

Excellent communication skills

Customer service orientation

Organizational skills

Adaptability

Tools

Workday

Coupa

Google Workspace

Job description

This is a part-time role averaging 15 hours per week and pays $17/hr. It is based out of our corporate office downtown Indianapolis (address is 1635 W. Michigan St., Indianapolis, IN 46222), so candidates will need to live within commuting distance.

The Administrative Coordinator for Mission & Education provides comprehensive administrative support to the Executive Assistant and the Mission & Education division while also assisting in supporting the Executive Assistant to the CEO as needed. This role supports the President’s Office, Vice Presidents, Senior Directors, and Mission & Education teams through coordination of day-to-day administrative functions, event logistics, travel arrangements, communications, purchasing processes, and special projects. This position plays a key role in ensuring efficient operations, maintaining organized systems, supporting leadership initiatives, and providing excellent internal customer service across departments. The Administrative Assistant must demonstrate professionalism, discretion, adaptability, and the ability to manage multiple priorities in a fast-paced environment. This position reports directly to the Executive Assistant for Mission & Education.

Example Duties and Activities

• Coordinate monthly birthday card mailings for Mission & Education, CEO, and Extended Leadership teams.
• Serve as the point person for Coupa contracts and payment entries for Mission & Education teams.
• Process and coordinate department mailings as needed.
• Assemble folders, packets, and materials for meetings, training, conferences, and events.
• Create and assemble name tags and conference materials for in-person events, including two larger Education National Conferences.
• Assist with the preparation and assembly of board packets for Operations, Foundation, and Education board meetings.
• Order and maintain office supplies for Mission & Education and the President’s Office.
• Coordinate apparel ordering for appreciation weeks and special recognition events for the President’s Office and Mission & Education teams.
• Arrange food orders and delivery logistics for meetings and events.
• Provide calendar management support for Vice Presidents, Senior Directors, and additional leadership support as directed by the Executive Assistant to Mission & Education
• Coordinate and book travel arrangements for Senior Directors and other assigned managers.
• Research event spaces, hotel discounts, conference opportunities, AI resources, and related event planning materials while maintaining organized documentation for future reference.
• Reconcile departmental credit cards for Vice Presidents and Senior Directors.
• Provide scheduling and email coverage support while Executive Assistants are on PTO, vacation, or refresh leave, including support for the Executive Assistant to the CEO when needed.
• Assist with time entry and absence tracking in Workday.
• Support the creation and distribution of the monthly Mission & Education newsletter.
• Assist the Education Project Manager/Registrar with logistics and setup for large group events, trainings, and conferences.
• Screen incoming calls and direct inquiries to the appropriate team members.
• Prepare correspondence, reports, and materials that may contain confidential information.
• Prioritize multiple assignments and proactively manage deadlines while maintaining accuracy and attention to detail.
• Maintain discretion and confidentiality in all interactions and communications, including matters involving executive leadership.
• Collaborate closely with the Executive Assistant to support organizational priorities and executive office operations.
• Provide additional administrative and operational support duties as assigned.
• Degree and Credential Requirements - NONE! We value candidates who can demonstrate capability and articulate how prior experiences will help them contribute. We believe in continuous learning and professional development.
• Administrative Professional - Demonstrates proficiency in general office administrative practices and procedures, with the ability to support multiple leaders and priorities in a fast-paced environment.
• Technical Knowledge – Demonstrates proficiency in Microsoft Office, Google Workspace, Workday, Coupa, and general office technology systems. Utilizes technology effectively for scheduling, communication, purchasing, and organizational tasks.
• Customer Focus - Has the ability to see, comprehend and relate with customers in an impartial, unbiased yet effective and balanced manner; builds and maintains customer satisfaction with the products and services offered by the organization; provides excellent service to internal and external customers. Maintains a professional and positive attitude.
• Communication Skills - Articulates thoughts and expresses ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to comprehend others' needs. Delivers information in person, in writing, and in a digital world.
• Building Collaborative Relationships - Develops, maintains, and strengthens partnerships at all levels with others inside or outside the organization who can provide information, assistance, and support. Is able to receive as well as provide feedback to improve performance or processes.
• Autonomy - Takes initiative without waiting to be directed, does what is asked, and works until the job is completed. Takes ownership of mistakes and learns from them rather than makes excuses.
• Adaptability - Adjusts priorities quickly in response to frequently changing circumstances while maintaining a positive attitude. Continually assesses tasks and responds to those requiring extra attention. Foresees and seeks to avoid crisis management.
• Ethical - Adheres to procedures and protocol, including maintaining confidentiality in passwords, logging on and off procedures, and adherence to Goodwill’s values. Uses discretion when sharing and protects private information.

Benefits

• Corporate wellness program that includes: an Employee Assistance Program (EAP), health coaching and wellness discounts (Weight Watchers, YMCA, etc.)
• Discount programs for phone carriers (Verizon, AT&T, etc.) and 20% discount off Goodwill retail stores immediately upon hire
• Financial education programs- credit union membership and access to online workshops