Administrative Coordinator

Job Description

Overview

Administrative Coordinator (Mosaic Center)

Our team members advance our mission and exemplify excellence, compassion, teamwork, and purpose in all that they do. Indiana University Health is seeking individuals who embody these values to join the Mosaic Center in the role of Administrative Coordinator.

The Mosaic Center is a purpose‑driven initiative with a mission to cultivate a strong pipeline of youth and adults across Indiana with the skills, resources, and confidence to achieve meaningful careers in healthcare. The Mosaic Center's vision is a future in which everyone enjoys access to opportunities for meaningful employment and professional development across a wide range of healthcare careers.

At the Mosaic Center, we meet people wherever they are in their life journeys without judgment, working collaboratively to build individualized plans for success while embodying the IU Health values of Purpose, Excellence, Compassion, and Team. We are seeking an Administrative Coordinator who not only brings strong administrative and financial skillsets, but who also embraces this people‑centered, mission‑aligned approach to service.

Key Relationships

Reports to:

Executive Director - Workforce Development

Direct reports:
None

Shift: Full-time, Monday-Friday

Location:

Mosaic Center;
Indianapolis, IN

The Scope:

The Administrative Coordinator provides high‑autonomy support to directors and senior leaders, ensuring seamless operations across the Mosaic Center. Responsibilities include advanced administrative management, financial lifecycle coordination (including grant‑funded budgets), project tracking, internal and external communication support, and collaborative engagement across a matrixed environment.

This role works closely with one other Office Coordinator and supports center‑wide programming, quarterly grant reporting, and numerous administrative duties.

Candidate Qualifications

Candidates for this position will be evaluated according to the following criteria and competencies.

* Bachelor's Degree or equivalent years of experience is required.

* 3-5 years of relevant experience is required.

* Intermediate experience receiving, analyzing, and interpreting complex data and information.

* Experience with a matrix organization and complex work environment is preferred.

* Advanced proficiency in MS Office (Word, PowerPoint, Excel).

Key Responsibilities:

* Support the full financial lifecycle of department budgets, including:

* Budget structuring & planning

* Monitoring, reconciliation, & reporting

* Oversight of multiple fund codes

* Grant‑funded project compliance (donor regulations + internal policies)

* Process accounts payable, accounts receivable, purchase orders, invoices, and expense reports.

* Collaborate with financial partners to ensure accuracy, compliance, and clarity.

* Utilize systems including Oracle, Quick Books, and Microsoft tools for financial tracking.

* Coordinate department‑wide strategic initiatives, supporting project timelines, tasks, and deliverables.

* Assist with onboarding efforts, resource coordination, and communication workflows.

* Identify operational gaps, recommend improvements, and proactively solve problems.

* Support Mosaic Center programs and events as needed.

The "DNA" for Success

* Mission‑Driven:
You are energized by purpose‑based work and passionate about expanding access to healthcare career pathways.

* Financially Skilled:
You understand budgets, grants, and multi‑fund financial structures, ensuring accuracy and compliance.

* Organized & Efficient:
You excel at managing high‑volume administrative work with clarity and structure.

* Proactive & Resourceful:
You anticipate needs, offer solutions, and take initiative without waiting for instruction.

* Data‑Confident:
You work comfortably with Excel (pivot tables, formulas) and financial systems such as Oracle and Quick Books.

* Discreet & Trustworthy:
You handle sensitive information with the highest level of confidentiality and professionalism.

* Collaborative:
You thrive in a matrixed, relationship‑driven environment and contribute positively to team culture.

* Adaptable:
You are flexible, steady under shifting…