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Administrative Coordinator
Send resumes and cover letters to ashlee.franklin@olmoutreach.org

Reports To: Dental Director

 

Job Summary: Oversees the day-to-day operations of the Wellness Center location of Our Lady of Mercy Community Outreach ensuring organizational effectiveness through finance management, office and facility management, and program oversight. This position helps with planning, implementation, monitoring, and reporting of the Wellness Center and ensures delivery of high-quality customer service with clients, volunteers, donors and visitors. Serves as the key point person for patients and provides appropriate intake, referrals to internal and external support, and manages outpatient appointments for OB-GYN. Works directly with a variety of staff and volunteers to ensure a positive client experience and provides routine Spanish/ English translation for patient interactions. Serves as back-up front desk support.

 

Responsibilities:

 

  • Monitors compliance with policies and procedures of standard of care, privacy, quality assurance, patient safety and eligibility verification; ensure all mandatory requirements and credentialing are complete and up-to-date.

  • Monitors, forecasts and analyzes budget and financial information and utilizes all resources in an effective and economical manner in collaboration with the Dental Director and the Director of Finance and Administration

  • Ensure operational activities remain on time and within a defined budget

  • Prepare reports, as requested

  • Oversee accounts payable and accounts receivable

  • Oversee materials, equipment and inventory management

  • Establish and maintain positive and supportive relationships with OB-GYN, Dental and other Wellness clients at both sites. Maintain understanding of patient needs and coordinate, as appropriate, with other OLMCOS programs to ensure holistic approach to patient health.

  • In conjunction with OB-GYN staff and volunteers, manages Prenatal program including: program orientation for new OB patients, helping patients apply for emergency Medicaid and other governmental assistance programs, coordinating outpatient procedure appointments, following-up with patients as directed by nurse or physician, and managing in-kind donations.

  • In conjunction with OB-GYN staff and volunteers, support to Gynecology patients by coordinating outpatient procedure appointments, serving as point of contact for all communication regarding patient with partners, and following-up with patients as directed by physician.

  • In conjunction with Dental staff and volunteers, make appropriate client referrals, ensuring patients understand their treatment plan, follow-up with patients after specific treatment procedures and provide basic health/hygiene information or feedback as directed.

  • Maintains current patient records and case notes.

  • Assists with weekly schedule and activities to ensure patient priority and need is maintained. 

  • Provides administrative support to patients by managing billing discrepancies between OLMCOS and partners.

  • Assists in data collection and grant reporting as well as collection of client success stories.

  • Manage relationships with key vendors

  • Represent Our Lady of Mercy Community Outreach to the community, including clients, community members, volunteers, donors and other services providers

  • Other duties as assigned

 

Education/Certification: Bachelor degree in healthcare management, nursing, clinical operations management, business administration or related field required. Clinical background preferred. Experience with governmental assistance programs and local resources a plus. Must be bilingual in Spanish and English.

 

Qualifications/Skills:

 

  • Strong budget tracking and oversight proficiency

  • Business-oriented with analytical skills to forecast and identify trends and challenges

  • Experience with grants management and tracking

  • Professional judgment, confidentiality and discretion that comes from at least five years of experience in the health field, preferably in a nonprofit environment

  • Excellent interpersonal, communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.

  • Self-starter with keen analytic, organization, project management and problem-solving skills.

  • A multitasker with the ability to wear many hats and adapt quickly in a fast-paced, high pressure environment.

  • Working knowledge of HIPAA and other regulatory requirements for outpatient healthcare delivery.

  • Aptitude to learn new approaches, skills and applications quickly

  • Excellent written and verbal communication, customer service, conflict management and interpersonal skills.

  • Ability to work in a fast-paced environment.

  • Computer literate including proficiency in Microsoft Office, Google Suite, Excel, and internet. Comfortable with some data collection and reporting.

 

FLSA Status: Part-time, Regular (Exempt) employee

 

Physical Demands/Work Environment: Work is performed in a fast-paced and sometimes stressful, professional office environment with noise at moderate levels. Position requires employee to effectively use a computer at a work station for long periods of time and to accommodate potentially frequent interruptions. Must be able to lift 10-15 pounds. Standing for long periods of time and frequent walking is required.

 

Schedule: This position is a part-time, exempt position for 30 hours per week. Additional hours may be required during peak times, which may require an adjusted work schedule, and evening/weekend hours in order to meet deadlines. All work hours above standard hours must have pre-approval of supervisor.

Advancement & Marketing Intern 
Send resumes and cover letters to Jeannie.colson@olmoutreach.org

The mission of Our Lady of Mercy Community Outreach is to build equitable communities and empower individuals to reach their full potential by providing basic and emergency needs, education, employment and health services.

 

An important aspect of being a productive and community focused organization is to ensure neighbors in need understand what we offer, donors know who we are and what we do and volunteers are eager to give their time and talents within our services.

 

It is essential that applicants for this position have strong communication skills, demonstrate creativity, desire to learn and understand the importance of being detail-oriented.

 

As the advancement Intern will be an extension of the advancement department and an integral component to the daily tasks and operations. This internship will also provide you an opportunity to develop professional skills, create work samples for portfolio use and learn the role of marketing communications and advancement within a diverse work environment. The intern will collaborate with our marketing and advancement team in all stages of marketing, awareness and donor-centric campaigns. Your insightful contribution will help develop, expand and maintain our communication channels.

 

This internship is a flexible work schedule of 20 hours a week. There is a stipend of $3,000. 

 

Communications and Marketing

  • Assist marketing manager in developing, implementing and executing marketing and communications strategies in all different phases.

  • Creating and disseminate engaging content for media releases, social media platforms, and newsletters, letters to the editor, direct mail pieces and web (written, video, and image content)

  • Giving input on marketing initiatives and suggesting creative ways to improve the organization’s public image.

  • Manage the process of gathering, organizing and compiling content for communication and campaign pieces

  • Assist in creation of social media content as well as account management for each

  • Create and edit articles, success stories and update website regularly

  • Communicate and build relationships with current or prospect clients, donors and volunteers

  • Create and distribute press releases as needed

  • Collaborate on annual marketing and stewardship planning

  • Help distribute and develop communication materials and support campaign planning and execution

  • Build and update media lists and databases

  • Assist in administrative duties

 

Advancement

  • Research and keep track of organizational, corporate and individual donor prospects

  • Communicate with recent donors via phone calls, emails, and preparing digital / physical letters.

  • Maintain organizational database with all information corresponding to donations, grant funding, and giving pipeline

  • Assist with yearly planning for campaigns

  • Research projects, prospects, and initiatives for the Development team

  • Draft profiles of prospective donors for Development team

  • Research and sharing best practices for fundraising events and campaigns

  • Assist in general donor stewardship

  • Communicate with current and prospective donors

 

Events

  • Assist Development staff in event planning and coordination

  • Schedule, coordinate and attend various events[O1] 

  • Work with our event marketing team to help organize events

  • Research venues and communicate with vendors as needed based on event type

 

 

Qualifications & Skills

  • Good understanding of the latest marketing trends and techniques.

  • Excellent verbal and written communication skills

  • Comfortable with multitasking in a deadline-driven environment

  • Familiarity with major social media platforms (Facebook, Twitter, YouTube, etc.)

  • Applied understanding of basic marketing principles

  • Creative problem-solving skills with the ability to work independently

  • Basic photography, design skills

  • Knowledge of MS Office with content creation tools like Canva or similar

  • Database tools and formulas

 

 

Education:

  • Currently enrolled in a bachelor or master’s degree program in nonprofit management, marketing, communication and/or public relations or related field. 

Physical Demands/Work Environment: Work is performed in a fast-paced and sometimes stressful, professional office environment with noise at moderate levels. Position requires employee to effectively use a computer at a work station for long periods of time and to accommodate potentially frequent interruptions. Must be able to lift 10-15 pounds. Standing for long periods of time and frequent walking is required.

 

Schedule: This position is a part-time, exempt position for 20 hours per week. Additional hours may be required during peak times, which may require an adjusted work schedule, and evening/weekend hours in order to meet deadlines. All work hours above standard hours must have pre-approval of supervisor.

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