Administrative and Program Coordinator

Hemophilia Outreach•Green Bay, WI

About The Position

The Administrative and Program Coordinator provides administrative and operational support across the Hemophilia Outreach Center (HOC) and coordinates patient, family, community, educational, and outreach programs. The role supports organization-wide projects, departments’ administrative needs, reports and tracking, business travel, and coordination with staff and community partners. This is a full-time, 40-hour-per-week, non-exempt position with eight-hour shifts. The organization is a small nonprofit outpatient clinic serving individuals and families affected by bleeding disorders. Its work culture emphasizes collaboration, professional and personal growth, open communication, continuous improvement, healthy boundaries, and ongoing staff development. Employees build relationships with patients and families while supporting comprehensive care, access to care, education, and advocacy.

Requirements

High school diploma or equivalent required.
Basic proficiency with Microsoft Office software, email, calendars, word processing, spreadsheets, and electronic file management.
Strong organizational skills and the ability to manage multiple assignments, maintain accurate records, meet deadlines, and communicate professionally.
Ability to occasionally work evenings or weekends and travel to HOC programs, events, and community activities.

Nice To Haves

Additional education or training in business administration, office administration, communications, event planning, or a related field.
At least one year of administrative assistant, office support, program support, event coordination, or comparable experience.

Responsibilities

Coordinate logistics and administrative support for patient, family, educational, fundraising, outreach, and community programs, including scheduling, registration, vendors, supplies, event materials, and onsite support.
Coordinate schedules, track action items, maintain project documentation, and follow up on assigned tasks for organization-wide projects.
Support HOC departments with administrative needs and prepare reports, summaries, tracking documents, presentations, spreadsheets, and other materials.
Coordinate approved staff business travel, including transportation, lodging, itineraries, registrations, and related documentation.
Work with HOC’s marketing representative and staff to coordinate program promotions, newsletters, event information, and outreach materials.
Assist with community outreach and represent HOC at designated community programs and events.
Support sponsorship and fundraising activities by coordinating sponsor and donor communications, tracking monetary and in-kind commitments, and maintaining sponsorship and donation records.
Maintain HOC’s program and outreach calendar and organized program, vendor, contact, event, and planning records.
Help coordinate event budgets, expenses, invoices, attendance information, participant feedback, and follow-up documentation.
Support other administrative, operational, program-related, and special projects based on organizational needs.