Operations & Administrative Coordinator

Position Overview

Are you a master organizer who thrives in dynamic environments? Do you love the satisfaction of crossing things off a to-do list and bringing order to chaos? If so, we want you on our team.

This position offers far more than traditional administrative support; it is an opportunity to serve as a trusted partner to the Executive Director and play a key role in the organization's success. The Operations & Administrative Coordinator will have broad responsibility, meaningful autonomy, and the ability to improve systems, streamline processes, and help shape how the organization operates. As a faith-based, mission-driven organization dedicated to restoring sight and transforming lives, the work has a direct and tangible impact on the community. As I Care San Antonio continues to grow, this position offers the opportunity to grow professionally alongside the organization, taking on increasing responsibility and leadership over time.

Key Responsibilities:

Executive & Administrative Support:

  • Provide administrative support to the Executive Director

  • Prepare agendas, take detailed minutes for meetings, and track action items to ensure team accountability.

‍HR Support

  • Support human resources by assisting the Executive Director in staff onboarding processes, maintaining confidential personnel records, and tracking compliance requirements.

Board Liaison & Governance

  • Compile, format, and distribute board packets, financial updates, and committee reports ahead of meetings

  • Maintain official board records, conflict of interest forms, and meeting minutes in compliance with nonprofit regulations.

Office & Facilities Management

  • Maintain a functional, welcoming physical (or digital) office environment; manage office supplies and technology inventory

  • Organize and maintain digital filing systems to ensure the team can find what they need instantly.

  • Create, document, and improve administrative processes and Standard Operating Procedures (SOPs) to build institutional memory

Basic Bookkeeping & Financial Admin

  • Process accounts payable/receivable, code expenses accurately, and manage staff expense reports.

  • Input donor checks and online gifts into the database and generate timely tax acknowledgment letters.

  • Gather necessary documentation for monthly reconciliation and annual tax filings (990 preparation) for our external accountant

Qualifications

  • Education: Associates or equivalent experience required.

  • Experience: 3+ years of administrative, operations, nonprofit, or office management experience.

  • Technical Skills: Experience with databases, CRM systems, or data management, alongside a high proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint)

Skills

  • The "Swiss Army Knife" Mindset: You genuinely enjoy variety and don't mind shifting gears from reviewing a contract to troubleshooting the printer or drafting a board memo all in the same afternoon.

  • Hyper-Organized: You have a system for everything and a keen eye for detail. Nothing slips through the cracks on your watch.

  • Discretion & Trustworthiness: You will handle confidential financial data, donor information, and board discussions with absolute integrity.

  • Communication Pro: Exceptional written and verbal communication skills, with the ability to interact professionally with high-level board members and donors alike.

  • Collaboration: Excellent communication and collaboration abilities, allowing you to work effectively with leadership, staff, and external stakeholders.

  • Mission Alignment: A genuine passion for supporting mission-driven work and helping our community thrive.

Why You’ll Love This Role

You won't be siloed in a boring, repetitive box. You will see the direct impact of your work every single day. When you build a better spreadsheet, the ED can fundraise more effectively. When you handle the facility logistics, the marketing coordinator can focus on storytelling. You are the glue that holds our mission together.

Working Conditions:

  • Full-time position with occasional evening or weekend commitments.

  • Work is conducted primarily in a clinical or office setting, with community outreach and event participation required.

Compensation:

Salary Range: $52,000 - $58,000 plus benefits package to include health insurance, in house vision care, dental stipend, Simple IRA match (after one -year waiting period), a generous PTO package, and the potential for an annual bonus.

Application Process:

‍Interested candidates are encouraged to submit their resume, cover letter, and references to the executive director, Megan Burkes, at info@icarevision.org using the Subject: ICSA Operations & Administrative Coordinator_ Applicant last name.