Administrative Coordinator - Home Start Inc
San Diego, CA 92108
About the Job
Position:Administrative Coordinator
Classification: Non-Exempt / Fulltime
Home Start’s vision is for every child to have a safe, stable, and nurturing home. Guided by our mission to assure the safety and resiliency of children by strengthening families and their communities, Home Start, Inc., a non-profit child abuse prevention, and treatment agency has strengthened and developed San Diego’s families and communities since 1972.
Job Summary:The Administrative Coordinator represents the office in all functions and must possess excellent administrative skills, keen judgement, discretion, and diplomacy.This position is located and the main office and requires superior organizational and interpersonal skills. The Administrative Coordinator provides support for facilities, IT, and invoice processing while managing day to day office workflows.
Duties & Responsibilities:
Assistant to Chief Operations Officer.
Board of Directors Liaison - ordering meals, email correspondence, and creation of Board packets.
Recording, producing and distributing minutes of agency meetings.
Facilities management - Oversight of space allocation, needs, moves, general labor oversight, vendors, etc.
Oversight of agency IT operations including but not limited to computers, printers, copiers, fax machines, servers, agency network, e-mail, network back-up, phone system, etc.
Purchasing and tracking agency inventory including software, IT equipment, supplies, and furniture.
Coordination of agency all staff meetings and events.
Creating new employee badges, ordering business cards, and creating and distributing staff directories.
Managing internal contracts between Human Resources and staff including key checkout agreements and property agreements.
Managing agency cell phone policy and distributing cell phones and air cards as needed.
Archiving central files on site and at off-site storage facility.
Developing, implementing, and updating improved office and departmental procedures.
Overseeing and ensuring that the office administrative functions are effectively carried out.
Performing difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assisting.
Perform a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment, supplies, printing services and office equipment maintenance.
Processing bills and invoices for approval
Assisting in administrative tasks including report production, research and statistical analysis, composing correspondence and other documents, proofreading materials for accuracy, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
Electronic documentation and maintenance of agency flyers, program fact sheets and internal forms.
Responsible for frontdesk including phones, postage, mail distribution, and answering door.
Oversee Agency Outcome Database and data entry.
Maintains confidentiality.
Supervises Administrative Volunteers.
Other duties as assigned.
Qualifications:
Education: BA/BS or equivalent and three years related experience and/or training; or equivalent combination of education and experience. Knowledge: Understanding of non-profit organizations in general and the Home Start mission.
Skills: Excellent verbal and written communications skills; excellent organizational and administrative skills including proficiency in computer applications (word processing, spreadsheet and database).
Abilities: Ability to work well with professional and para-professional staff and with the public. Ability to learn quickly, integrate information and hold the “big picture” of the agency. Ability to multi-task with excellent time management skills and ability to prioritize competing demands. Ability to be culturally appropriate and sensitive with others and has respect for diversity.
Other Requirements: Must have a valid California driver’s license, a safe driving record, automobile insurance, a reliable vehicle and be willing to use it on the job.
Physical Demands:
Sitting for long periods of time at desk or at required meetings.
Reading, typing or taking notes frequently.
Frequent use of telephone.
Work Environment:
The noise level fluctuates from quiet to noisy.
Meeting and office space is shared.
Home Start, Inc. is an equal opportunity employer and does not discriminate in the hiring of personnel because of gender, race, color, religion, creed, national origin, ancestry, citizenship pregnancy, age, marital status, sexual orientation, medical condition, genetic information, gender identity or gender expression, physical or mental disability, military or veteran status or any other consideration made unlawful by federal, state or local laws.
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