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BFO is hiring!

Office and Communications Coordinator

Position Summary
The Office and Communications Coordinator plays a pivotal role in ensuring the smooth operation of the Being for Others Health and Wellness Foundation (BFO). This position combines high-level administrative support, governance and compliance checking, document management, communications, and event coordination.

The Coordinator is responsible for ensuring that BFO’s systems and processes run efficiently, that all board and committee functions are well-organized, and that stakeholder communications are clear, consistent, and aligned with the Foundation’s mission. This role directly supports adherence to BFO’s bylaws, articles of incorporation, SOPs, and financial controls, ensuring transparency and compliance across all operations.

Reports To
President

Classification & Schedule
Full-time, non-exempt located in Jasper, IN
Flexible schedule with occasional evening hours, as needed

Direct Reports
None

Key Working Relationships
Provides essential support to the BFO staff, Board of Directors, and committees.

Core Responsibilities

1. Governance & Board Support

-Schedule and coordinate all Board of Directors and committee meetings.
-Prepare agendas, meeting packets, and supplemental materials in collaboration with the President and Director of Operations.
-Record accurate and timely minutes for all board and committee meetings
-Track action items resulting from board and committee meetings and report progress regularly to the President and committee chairs.
-Manage and update the BFO annual calendar, tracking recurring and one-time key tasks such as:
~~Grant cycles and funding deadlines.
~~Compliance filings and audit deadlines.
~~Board training, evaluations, and onboarding.
~~Policy reviews and approvals.
~~Support BFO leadership in compliance monitoring, ensuring adherence to bylaws, SOPs, financial controls, and other governance requirements.

2. Document & Records Management

-Lead document management systems across:
~~OnBoard portal.
~~Foundation network drives.
~~Corporate records maintained by legal counsel.
-Implement and maintain a document retention policy.
-Serve as the point person for internal document workflows to ensure seamless information sharing.

3. Communications & CRM Management
-Manage the Foundation’s CRM system, including stakeholder contact records, relationship tracking, communication workflows, and reporting.
-Draft and distribute the quarterly foundation newsletter and other external communications such as announcements, event invitations, and press releases.
-Ensure consistency, accuracy, and timeliness of communication.
-Assist with managing social media channels and content creation.
-Serve as the liaison for stakeholder communications, managing inquiries and outgoing messaging on behalf of the Foundation.

4. Administrative Operations
-Manage accounts payable and coordinate with Marsh, Terry & Associates (MTA) for timely bill payment.
-Maintain a contract and policy management system, tracking deadlines, renewals, adoption and revision dates, and vendor relationships.
-Order and manage office supplies and inventory.
-Support internal workflow improvements by documenting standard operating procedures (SOPs) for recurring administrative tasks.

5. Event Coordination
-Support, plan, and/ or manage logistics for all foundation-related events, including but not limited to:
~~Board meetings and retreats.
~~Press conferences.
~~Community meetings and events.

Qualifications and Competencies
-Bachelor’s degree preferred, or equivalent experience in office management, compliance, communications, or another related field.
-Excellent written and verbal communication skills.
-Strong organizational and project management abilities with keen attention to detail and the capacity to prioritize work effectively to meet deadlines.
-Proficiency with Microsoft Office Suite and cloud-based productivity tools; comfort adopting new technologies.
-Ability to manage confidential information with professionalism and discretion.
-Strong interpersonal skills and a collaborative working style.
-Analytical thinker with sound judgment, problem-solving ability, and commitment to continuous improvement.
-Interest in using technology or AI tools to enhance effectiveness is a plus.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Other duties may be assigned as needed to meet organizational goals.

Compensation
This is a full-time, in-person, non-exempt position located in Jasper, IN, with a salary range beginning at $45,000, commensurate with experience. While the Foundation does not offer traditional fringe benefits, the Coordinator will receive paid time-off (PTO), paid holidays, and a stipend equal to 5% of their salary to support the individual purchase of benefits.

Next Steps
The Being for Others Health and Wellness Foundation is an equal opportunity employer, and we encourage individuals of all backgrounds to apply.

Interested applicants should submit a resume, cover letter, and three references by emailing christian.blome@beingforothers.org. For questions or inquiries, please call the Being for Others Health and Wellness Foundation at 812-556-0400.