Administrative Coordinator

This part-time, temporary coordinator will play a key role in organizing logistics, managing communications, and supporting volunteers and shoppers throughout the season.

• Assist with planning and executing key events including packet pick-up, gift drop-off, and the Christmas party.
• Maintain and update calendars, spreadsheets, and SharePoint folders.
• Coordinate with internal departments (HR, Marketing, Guest Services, IT, Security) for space reservations, equipment, and access.
• Work with the program’s project manager & track initiative progress via the Asana platform.
• Manage sign-up forms and communications for shoppers and volunteers.
• Prepare and distribute shopper packets, including wish lists, instructions, credit cards, and gift labels.
• Track packet pick-up and gift drop-off, ensuring all items are labeled and organized.
• Support setup and breakdown of donation tables and party stations.
• Liaise with vendors and guests (Santa, photographer, caterers, magician, etc.).
• Ensure signage, decorations, and printed materials are prepared and distributed.
• Submit and manage Facilities work orders for event setup.
• Procure event supplies from local stores and/or online merchants.
• Use Microsoft Forms, Excel, and SharePoint to manage wish lists and master spreadsheets.
• Coordinate with IT to secure and configure loaner laptops for donation stations.
• Assist with mail merges and label printing using Avery templates.
• Draft and send reminder emails, instructions, and updates to shoppers, volunteers, and stakeholders.
• Respond to inquiries and troubleshoot issues related to sign-ups, packets, and logistics.
• Daily monitoring of the Fostering Holiday Hope Outlook inbox.

• Strong organizational and project management skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and SharePoint.
• Experience with online forms (Microsoft Forms, SignUpGenius) and mail merge.
• Ability to multitask and work independently in a fast-paced environment.
• Comfortable lifting and organizing gifts and supplies during event setup.

• 401k matching
• Health insurance
• Flight privileges

Jackson Healthcare is a family of highly specialized healthcare staffing, search, and technology companies. Our mission is to improve the delivery of patient care and the lives of everyone we touch.