Office Coordinator, PAN Foundation

Location: Applicants must reside in Washington, DC, Virginia, or Maryland, with preference given to those located in DC. The office address will be provided to candidates during the interview process.
Department: Admin - Clerical

A career at the PAN Foundation is an opportunity for you to make a direct impact on the lives of thousands of patients and their families every year. Together, we’re an unstoppable team of dedicated patient champions who work tirelessly toward our vision of a nation where no one goes without treatment due to cost. Join our team and become part of an organization providing life-changing support today!

Position overview 
We are seeking a dependable and detail-oriented part-time Office Coordinator to join our team. This role is essential for ensuring the smooth operation of our PAN office by performing a variety of administrative, clerical, and organizational tasks. You will provide critical support across multiple areas, especially managing the process of receiving and securely distributing PAN’s physical mail (e.g., Donor checks, HR related mail, member letters, invoices, tax documents) to key internal and external stakeholders. In addition, you will support office administrative functions as directed by HR to support business processes and operations.

The ideal candidate will demonstrate a strong commitment to confidentiality, attention to detail, and the ability to work independently and be flexibly in managing business priorities.

This position requires on-site presence and offers an opportunity to contribute to a collaborative and professional team environment.

If you’re looking for part-time work outside the home, this role offers a great balance of responsibilities with the chance to make a meaningful impact within our organization.

Principal Duties And Responsibilities

Office Support 

  • Mail Management: Sort, scan, and distribute incoming and outgoing mail to appropriate recipients. Resolve mail-related issues (incorrect deliveries, missing information, etc.). Sensitive documents (e.g., donor checks, HR-related mail, tax documents) should be handled with care and stored securely. Prepare, file, and maintain physical or electronic records and documents in required formats. Ability to document current processes and make recommendations for process improvement and efficiencies.

  • Clerical & Office Support: Operate office machines such as copiers, scanners, and phone systems. Perform clerical duties including typing, filing, and completing basic forms.

  • Office Logistics: Act as point of contact for the building. You will be a key holder and responsible for ordering keys and tracking keyholders.

  • Document Preparation & Filing: Prepare, sort, and file records related to office activities. Maintain both electronic and manual filing systems.

Administrative Support 

  • Managing Schedules: Coordinate appointments, meetings, and events as directed by HR for support of staff.

  • Handling Communication: Manage emails, phone calls, and other correspondence to ensure smooth communication within the office.

Organizational Support 

  • Setting Up Systems & Processes: Establish systems for keeping the office organized and functioning efficiently, from documenting task processes to workflow management.

  • Calendar and Scheduling Management: Manage calendars, schedule appointments, and ensure meetings are coordinated properly, including virtual and in-person setups.

  • Organizing Office Space: Ensure the physical workspace is well organized, including meeting rooms and storage areas. Will serve as main office Point of Contact- key holder.

  • HR Task & Project Coordination: Prioritize and manage tasks and projects, using HR Calendar, to collaborate with team members to ensure timely completion.

Additional Responsibilities 

  • Record Keeping: Maintain accurate records of office activities, deliveries, and equipment.

  • Confidentiality: Must be comfortable handling confidential information and sign a Non-Disclosure Agreement (NDA).

  • Special Projects & Support: Provide assistance on special projects and other tasks as needed, ensuring the office operates smoothly and efficiently.

Qualifications

Education  

  • High school diploma or equivalent required. Bachelor’s or equivalent work experience preferred.

Work experience

  • Minimum of 2 years of administrative support provided in a fast-paced organization

  • Experience working in a non-profit organization preferred.

Physical Requirements

  • Able to walk or drive short distance to transport documents.

  • Prolonged periods sitting at a desk and working on a computer.

  • Must be able to lift up to 15 pounds at times.

Perks

  • Parking: Parking costs will be covered as part of the overall compensation package.

  • Schedule Flexibility: While the work hours are limited to 16 -20 hours per week, the days worked are flexible.

Skills

  • Strong organizational and attention to detail skills, with the ability to multitask effectively.

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with expertise in document creation, data management, and communication.

  • Excellent verbal and written communication skills.

  • Ability to prioritize tasks and collaborate effectively with internal and external stakeholders.

  • Adaptive and flexible approach to completing tasks.

  • Strong interpersonal and customer service skills.

  • Ability to function well in a fast-paced, high-pressure environment.

  • Basic understanding of standard office equipment and technology.

  • Strong time management skills with a proven ability to meet deadlines.

  • Comfortable handling confidential information and committed to maintaining confidentiality (Non-Disclosure Agreement required).

  • Ability to work independently and as part of a team, demonstrating flexibility and adaptability to changing priorities.

  • Commitment to the organization’s mission, vision, and patient-centered approach.

  • Willingness to take on other duties as assigned.

Key Competencies

  • Delivering Results​

  • Teamwork​

  • Planning and Organizing​

  • Job Knowledge​

  • Effective Communication

Travel

  • None outside of workday expectations.

Compliance Commitment PAN is dedicated to conducting its business ethically and in full compliance with all applicable federal and state laws and regulations, its Advisory Opinion from the Office of Inspector General (OIG), the PAN Code of Conduct (“Code”), and internal policies and procedures (collectively, “Compliance”).

More Information

  • Note: This is an onsite position requiring physical presence.

  • Location: Applicants must reside in Washington, DC, Virginia, or Maryland, with preference given to those located in DC. The office address will be provided to candidates during the interview process.

  • Work Hours: Flexible and not to exceed 16-20 hours per week.

Benefits 

  • Employer Paid Benefits (Basic Life Insurance, Short-Term and Long-Term Disability, AD&D).

  • Employee Assistance Program (EAP).

  • PAN offers PT employees the option of 401k Contribution with employer match up to 4% after 90 days.

Additional perks   

  • Work-life balance with set core organizational hours from 9:00 am to 5:30 pm ET.

PAN’s Core Organizational Values are Dignity, Excellence, Integrity, and Intention.

About the PAN Foundation
As an independent, national 501(c)(3) organization, the PAN Foundation’s mission is to accelerate access to affordable, equitable healthcare through financial assistance, advocacy, and education.

Through our charitable assistance programs, advocacy efforts, and education initiatives, we remove barriers to treatment, champion policies that expand access to care, and help improve health outcomes for thousands of people each year—across a broad range of health conditions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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