Job Title:

Administrative Operations Specialist Reports To:

Executive Director/Office Manager Location:

Florida Nurses Association:

Status:

Part-Time Work Hours:

8:30 AM - 4:30

PM Position Summary:

The On-Site Office Coordinator supports daily office operations to ensure the efficient functioning of a professional nonprofit environment. This position requires an organized, tech-savvy, and flexible individual who can manage mail and communications, assist with administrative tasks, coordinate with vendors and contractors, and provide pre-conference and on-site support during conferences and programs. The role is primarily on-site, with the flexibility to work from home on days when no on-site tasks are required.

Key Responsibilities:

Administrative Support:

Provide administrative assistance to the Executive Director including correspondence, schedule maintenance, data entry, and document preparation, including mailing for the Florida Nurses Foundation and the Governmental Program. Assist in handling office communications, both physical and digital Coordinate calls through the office VOIP system; manage incoming calls and messages Administrative errands Execution and organization of documentation and updates of policies and procedures, job descriptions and other pertinent office documentation both digital and paper when needed.

Mail & Office Management:

Collect or oversee collection of mail from the post office; sort, distribute, and process mail as appropriate, including coordinating membership and payments with the office manager and/or bookkeeper Coordinate incoming/outgoing packages and deliveries Maintain and organize office inventory Work with the Office Manager to monitor and order supplies Oversee maintenance requests and coordinate with vendors and service providers Oversees cleanliness of the common areas of the office

Technology & Software Use:

Navigate Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe software, Quickbooks a plus. earn and utilize the YourMembership member management system Use Canva for simple designs and promotional materials Use of AI platforms is a plus. Learn and utilize the YourMembership member management system Use Canva for simple designs and promotional materials Use of AI platforms is a plus.

Customer Service & Program Support:

Provide excellent customer service and professional communication in person, by phone, and via email Travel with staff to 4-5 conferences or programs per year to support event operations (occasional overnight travel required) Help with event logistics and staffing as needed

Qualifications:

High school diploma or equivalent required; associate's or bachelor's degree preferred At least 2 years of experience in office coordination, administration, or customer service roles Proficiency in Microsoft Office and Adobe; experience with YourMembership or other CRM systems is a plus Strong organizational skills with the ability to manage multiple tasks independently Excellent interpersonal and communication skills Reliable transportation required Must be flexible, dependable, and committed to professional growth

Work Environment & Benefits:

Hybrid schedule possible (on-site when needed; work from home when no physical tasks are required) Paid personal and sick leave Paid holidays observed Health insurance available (partial employee contribution) Retirement SEP plan - fully vested after 2 years Supportive, mission-driven team environment

Pay:

$15.00 - $19.00 per hour Expected hours: 20.0 per week

Benefits:

Flexible schedule Health insurance Paid time off Retirement plan

Work Location:

Hybrid remote in Orlando, FL 32803