Administrative Coordinator (Part-Time)

Job Description

Job Description

The Institute of Reproductive Grief Care's mission is to educate frontline medical teams to reduce emotional trauma and set patients on a healthy healing trajectory when they need it most. The Institute is a 501(c)(3) nonprofit.

At the Institute, we know that one person has the power to impact hundreds. By simply bringing the conversation to the forefront, people report feeling seen, heard, supported, and empowered to process their experience. Research shows that this improves emotional stability, daily engagement, and engenders stronger relationships.

In addition to our education, we also conduct and support research. Through the development of our evidence-based Reproductive Grief Screening Tool , RGCare5 and ongoing studies, we aim to reshape how healthcare professionals identify and support individuals experiencing reproductive grief.

Core Values: We take our values seriously and want each member of our team to display these as well

• Compassion: The Institute is known for its gentle, non-judgmental, supportive approach to each person and situation – in fact, the Institute has been described as the “personification of compassion.”
• Humility: The Institute is known for its continual quest to learn, to grow, and to incorporate feedback with gratitude toward all who contribute to its healing mission.
• Inclusion: The Institute is known for working with diverse individuals, organizations, and institutions often serving as a bridge for unlikely partnerships.
• Innovation : The Institute is known for applying current knowledge in novel ways to maximize impact and facilitate transformation.
• Integrity: The Institute is known for being reliable, honest, trustworthy, respectful, and always striving for excellence while seeking to adhere to the highest ideals.

Top Job Perks:

• Work with an amazing, close-knit team at our beautiful, quiet office in Mission Valley.
• Make a difference by taking your passion and turning it into action.
• Professional Development encouraged.

Responsibilities Summary:

• Operational Support
• Administration
• Event Preparation

Operational Support:

• Familiarity with Canva, Constant Contact, Jotform, Squarespace, and Airtable is highly advantageous, as these tools are central to the daily workflow. 
• Help streamline our educational programs by keeping our digital systems, forms, and workflows running like clockwork. 
• Support COO, Implementation Specialist and IT Supervisor as needed to help the company meet its goals.

Administration:

• Serve as the warm, compassionate first point of contact for our community, directing inquiries to the right team members with care.
• Maintain a clean, welcoming, and serene environment for our staff, visiting scholars, and guests. 
• Processes incoming and outgoing mail as well as prepare holiday greetings and thank you cards with our volunteers.
• Make edits and updates to the database, resources and documents as requested.
• Prepare and send invoices and print and mail checks.
• Provide building management support by contacting vendors, ordering supplies, tidying up throughout the facility and reporting larger issues to the Building Manager.
• As requested, organize, conduct, and assist other projects relating to Institute operations.

Event Preparation:

• We host a premier annual event every spring. Participation is mandatory for our upcoming events on Thursday April 8th,2027 from 5-9 pm and Friday April 9th, 2027 from 7am - 5pm. There will also be additional preparation for these events in the weeks leading up to the events.

Required Skills:  

• Passion and alignment with our mission and values.
• Ability to communicate diplomatically, compassionately, and professionally with diverse constituencies.
• Able to tackle issues independently but also work with the rest of the team.
• Proven ability to use the tools at hand to research and resolve problems.
• Proficient in Google and Microsoft Office suite systems.
• Ability to follow a budget.
• Experience setting up video conferencing systems (Google Meet, Zoom, etc.)
• Proven experience in administrative or related position in an office environment.
• Interest in growing your role as our organization grows.
• Work on site in our San Diego office during normal business hours.
• Ability to lift, bend and transport materials weighing up to 25lbs.

Position:  

• Part time - 22 - 28 hours per week - Would prefer three 6-8 hour days or five 5-hour days. 
• No remote work options are available for this position. 
• The schedule must remain consistent once decided upon. 
• Benefits included - Matching Simple IRA, Sick time, and 2 scheduled self-care days per year.

Compensation: $19 - 23/hour