SUMMARY: As key member of multi-disciplined FamilyWorks team, the Administrative Coordinator is responsible for the successful operation of FamilyWorks Program service sites. Provides FamilyWorks program staff with resources necessary to meet needs of clients and the financial objectives of the program and organization.
COLLABORATES WITH: Collaborations and work relationships exist with: YWCA leadership and staff; CHA FamilyWorks staff; Volunteers/Interns; CHA Leasing Office staff and other partners.
Essential Aresponsibilities
PROGRAM MANAGEMENT
Program Operations (70%): Across all FamilyWorks sites, design and implement office procedures; Collaborates with administrative and operation teams across the organization to ensure consistency and efficient practices and processes; Create warm and welcoming experience managing calls and digital inquiries from clients, families, professionals and other visitors requesting information and/or assistance; Creates and maintains office calendar and newsletter of FamilyWorks activities; Receive, sort and distribute incoming mail and other correspondence; Coordinates the pick-up and delivery of all mail services (FedEx, UPS, etc.); Order and maintain an adequate inventory of office supplies, forms and equipment across multiple locations; Coordinate the repairs and maintenance of office equipment and tools, including copier, computers, printers, Internet/VPN, etc.; Develop process for space reservations and utilization; Manages meeting logistics process; Manages full Lease Compliance process; Builds strong, positive and effective working relationships with vendors, employees, CHA staff and other partners to enhance the success of the FamilyWorks Program; Prepares and maintains meeting agendas, minutes, resource lists and spreadsheets; Supports a positive image of YWCA inside and outside the organization.
Leadership and Management (15%): Facilitates recruitment, training, development and retention of highly qualified staff, and investment in their personal development. Train and provide work direction to assigned support staff; monitor work flow and assure compliance with established time lines, procedures and standards of quality; advise and counsel FamilyWorks Leadership Team on site and program issues that relate to staff effectiveness and customer experience; perform as strategic partner to diverse leadership teams to influence change and new processes; engages and aligns administrative and operations team and its activities with YWCA priorities and initiatives.
Fiscal Responsibility (10%): Assist with the compilation and maintenance of fiscal documents and data; coordinate the collection, approval and submission of departmental expenditures; participates in budget creation and expense management; assist with preparing and submitting program vouchers and fiscal audits and reviews.
Data and information Management (5%): Ensures submission and maintenance of accurate, timely, complete and reliable data and reports by implementing data management and quality assurance procedures; ensures the maintenance of a secure, accessible system of confidential client records in compliance with applicable standards of practice, state and federal laws, and funder and YWCA requirements.
NON-ESSENTIAL RESPONSIBILITIES: Assist staff members in related program needs. Supervise Internship members and Volunteer members. Perform other duties as assigned.
OTHER DUTIES AS ASSIGNED: There may be intermittent need to assume additional responsibilities.
QUALIFICATIONS: Minimum 2 years progressive work experience within the human services industry, preferably in a high-paced office or medical setting. Prior supervisory experience is preferred. Areas in which an applicant, or incumbent, must demonstrate proficiency include: MS Office software, i.e., Word, Excel, Outlook and/or Teams, Google Drive.
Business related qualifications include: effective communication skills; collaborative and organizational skills; prior fiscal management and budget development experience; and the demonstrated ability to build and maintain effective teams. Prior experience working with databases is required; effective management of shifting priorities and the need to respond effectively to changing circumstances require flexibility and time management skills.
The Administrative Coordinator must be at ease and skilled in setting direction, managing change and motivating others. The position requires well-developed problem-solving skills in situation assessment, problem identification and solution design. The position requires the ability to establish and sustain collaborative working relationships. Excellent and demonstrated communication skills and effective interpersonal skills, including experience in customer service is required. As a large degree of collaborative and informative communication is required, the position requires the ability to effectively and diplomatically present information to members and in small group settings. Respect for diversity and skills in cultural competency are necessary.
EDUCATION REQUIRED: At minimum, 2 years of college or 3-4 years of progressive office experience is required, Additional college study is preferred.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
WORK ENVIRONMENT: The work environment includes offices; members and visitors may visit with children. The noise level is usually moderate. Movement requirements include walking, stooping or kneeling. There may be a need to reach, lift or move objects, such as packages, supplies and computers. Normal (or corrected) vision range; ability to see color and to distinguish letters, numbers and symbols are necessary to the work, which may require close viewing. Occasionally may need to lift and/or move up to 30 pounds. Communication needs include seeing, hearing and speaking. While in the office, there will be periods of sitting, holding a telephone and using computers. It may be necessary to attend meetings/trainings off the work premises. Reasonable accommodations may be made for an incumbent to meet the essential responsibilities of the position.
WORK SCHEDULE: Monday – Friday, 9:00am – 5:00pm. This position may require work on some evenings and weekends. Schedule can vary depending on the needs of the agency.
Seniority level
Entry level
Employment type
Full-time
Job function
Strategy/Planning and Information Technology
Industries
Non-profit Organizations
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