Please prepare a resume and cover letter outlining your interest, readiness, and qualifications for the position. Position open until filled, for priority consideration please apply before February 16, 2023. Unfortunately, incomplete applications will not be considered.
Job Description Overview
This position is responsible for coordinating our in-person offices at IOYS’ physical center, while also providing key administrative support to behind-the-scenes operations. Day-to-day responsibilities include administration of financial protocols, office management, file storage, inbound communication response, and development support. This role is part of a small Operations team but works cross-functionality with all departments to support long-term projects that support organizational effectiveness. The Office Coordinator is an ambassador for process, bringing organization and procedure to all of Inside Out’s administration.
- Reports to: Operations Manager
- Employment Type: Full-Time, Exempt
- Hours: Monday-Friday 9:00 a.m. – 5:30 p.m. (some weekends and evenings may be required)
- Salary: $50,000-51,000 annually
- IOYS offers employees a competitive benefits package.
- Location: Colorado Springs, CO
Additional Duties as assigned.
- Establishes and maintains key office procedures, including equipment and supply requests and storage
- Ensures office equipment is functioning, and spaces are well-stocked through supply procurement
- Coordinates in-person work at the physical office, to include maintenance and scheduled visitors
- Responds to phone line and in-person visitors, directing them to appropriate resources or contacts
- Monitors mail-in communications, ensuring that all correspondence is appropriately stored, deposited, and/or followed up with
- Coordinates outbound mailing for IOYS to include business correspondence and donor thank-yous
- Supports onboarding new hires and volunteers with access to the physical center, ensuring security protocols are up to date
- Coordinates with Operations Manager on financial management processes, to include petty cash, expense tracking, credit card management, bank deposits, purchase requests, invoicing
- Supports Operations Manager with HR administration and filing procedures
- Maintains systems and best practices, especially around financial data and file storage
- Supports Development Director in routine processes to include inbound donation processing and scheduled follow-up
- Contributes to organizational success by welcoming related, different, and new requests across departments
- Coordinates resources and deliverables for special long-term projects, retrieving data and preparing reports as necessary
Required Education and Experience
- 4 years of paid work experience in office management, project management, or operations support
Required Knowledge, Skills, and Abilities
- Proficient knowledge of the Microsoft suite, as well as a capacity to quickly learn new software.
- Experience handling financial recordkeeping data according to GAAP principles.
- Ability to handle and maintain confidential data.
- Excellent verbal and written communication skills, including strong organizational, detail, and interpersonal skills.
- Comfortable communicating administrative process expectations to others and following up to close out documentation procedures.
- Exceptional at maintain detail and following routine filing practices.
- Creative and adept at planning, prioritizing, organizing and following through; able to balance multiple competing priorities.
- Ability to work as a member of a team, but also be a self-starter; able to work under pressure and complete multiple tasks simultaneously.
- Demonstrates flexibility to actively support change in order to meet strategic goals and objectives.
- Critical thinking to assess organizational systems, make recommendations, and implement them.
- High sense of responsibility and commitment to the mission and policies/procedures of IOYS.
- Must possess and maintain a valid driver’s license with personal motor vehicle insurance.
- Associate’s Degree, or 2 years additional paid work experience in an office coordination role
- Work experience in an administrative role
- Competency in anti-racism and anti-oppression
- Experience with drop-in center atmosphere
- Experience building systems and structures for growth-stage organizations
- Experience with the Pikes Peak Region; familiarity with partner organizations and established relationships within the nonprofit and human/social services community
- Previous experience working with high-risk youth and vulnerable communities, especially LGBTQIA2+ youth and families
Typical Work Environment
Office setting with occasional work outside the community center, both at external venues and outdoors with some work at a computer station and some work that requires movement around the community center. Position requires the ability to occasionally stand for extended periods of time. Position requires the ability to occasionally lift up to 30 pounds. Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls and observance of safety.
Inside Out Youth Services (IOYS) is a 501(c)(3) nonprofit organization, established in 1990 to build access, equity, and power with LGBTQIA2+ youth of the Pikes Peak region. We are the primary LGBTQIA2+ nonprofit community serving LGBTQIA2+ youth (ages 13-24) in El Paso County. We provide a safe space for gender and sexuality diverse youth and young adults to grow their identities, learn leadership skills and develop the tools needed to both thrive personally and to act as agents of change in their communities. We also provide outreach education throughout the region to create a supportive climate for LGBTQIA2+ youth. IOYS accomplishes these goals through our weekly programming, targeted leadership development opportunities, community partnerships, and through educational outreach to local school systems, healthcare agencies, and other groups providing education and care to LGBTQ+ youth and young adults.
Our Team and What We Value
At IOYS, all staff members are expected to exemplify established team values that include but are not limited to collegiality, respect, accountability, collaboration, and adaptability. In doing so, we model the behaviors and attitudes we ask of our young people, essential to creating a welcoming, radically inclusive, safe and brave space where all people can learn and grow. We are representatives of Inside Out in all we do and say—wherever we are—and it is therefore of utmost importance that all team members exhibit maturity and good judgement through their words and actions. A community center environment is fast paced where priorities and needs rapidly shift and evolve based on the needs of the agency and the young people we serve. Therefore, all staff are expected to own their mindset, adapt to change swiftly, and contribute to a positive and powerful team environment.