Administrative Coordinator

Job Description

Job Description

We are looking for a Part-Time Event and Research Coordinator to join a non-profit organization in Indianapolis, Indiana in a fully on-site, part-time role scheduled for 32 hours per week. This contract opportunity is ideal for someone who enjoys balancing administrative support, event coordination, and research-focused work in an organized environment. The position plays a key role in organizing educational programs, meetings, and conventions while helping ensure each initiative is well planned and effectively executed. Candidates who are highly organized, adaptable, and comfortable traveling for events will thrive in this role.

Responsibilities:

• Coordinate the planning and delivery of meetings, educational programs, and special events from initial preparation through post-event follow-up.

• Partner with physicians and internal stakeholders to collect program details, clarify objectives, and assemble materials for course participants.

• Prepare, organize, and distribute educational packets and supporting documentation for members enrolled in learning sessions.

• Research venues, vendors, and service providers, and support the selection process based on event needs, budget considerations, and quality standards.

• Assist with managing event logistics, including lodging, catering, transportation, audiovisual arrangements, and on-site scheduling.

• Travel to out-of-state event locations as needed to provide hands-on coordination and resolve issues during program execution.

• Monitor exhibitor records to confirm required licenses and insurance documentation remain current and properly tracked.

• Provide administrative support for committees and research-related activities, including scheduling, calendar coordination, and communication tasks.

• Help review event outcomes by gathering feedback, documenting results, and identifying opportunities to improve future programs.

• Previous experience in administrative coordination, office support, event planning, or a similar role.
• Ability to manage calendars, schedules, and multiple deadlines with strong attention to detail.
• Proficiency with Microsoft Office applications, including PowerPoint, as well as Adobe products and web-based tools.
• Strong written and verbal communication skills, with the ability to interact professionally with physicians, vendors, and internal teams.
• Willingness and ability to travel out of state for overnight events several times per year.
• Comfortable working fully on site in Indianapolis, Indiana in a part-time schedule of 32 hours per week.
• Demonstrated ability to conduct research, organize information, and support event-related documentation and coordination.