Administrative Coordinator

Job Description

Job Description

Description : General Purpose :

Provide administrative support to Directors, facilitators, and staff through managing and distributing information within Harbor Supported Living Services.

Tasks / Responsibilities :

Administrative and Communication

• Greet visitors
• Prepare and manage correspondence, reports, and documents
• Communicate efficiently in both verbal and written correspondence
• Act as liaison between internal and external contacts
• Coordinate the flow of information effectively
• Process incoming and outgoing mail and other material
• Answer main phone line, leave messages, or text necessary entities
• Take all Executive Director’s and Associate Director’s phone calls when away from office
• Draft and edit professional communications
• Handle confidential and sensitive information with discretion on behalf of Directors

Scheduling and Coordination

Coordinate and confirm appointments for Directors

Manage organizational calendars, including Directors’ schedules, conference room use, and office events

Plan and organize meetings, conferences, and travel logistics

Keep and distribute meeting minutes for the weekly management meeting and monthly coordinating meeting

Organize internal and external events including but not limited to; yearly camping trip in Big Sur, beach bbq summer kick-off, Halloween movie night, holiday gathering, and in service training

Track key deadlines and deliverables for Directors and provide reminders or updates as needed

Office Systems and Procedures

Implement and maintain office systems

Set up and maintain filing systems

Set up and regularly assess work procedures

Collate information and maintain databases and tracking data

Maintain office machines (fax, phone, copier, postage)

Improve and update internal systems as needed

Develop and refine administrative systems to ensure effective support for the Directors

HR and Operational Support

Work with HR to make sure staff have up to date documents and contact information on file

Update emergency line rotation and make sure the binder and documents are up to date

Take monthly inventory and order supplies for the office as needed

Assist with the monthly newsletter and website (staff / client spotlights, birthdays, work anniversaries, updating the event calendar)

May engage in on-call direct service shift coverage if no coverage is available

Monitor and track key operational metrics or project progress at the request of Directors

Education / Experience :

Relevant training or qualifications

Knowledge and experience of relevant software - email, spreadsheets, word processing, databases, cloud storage, etc.

Knowledge of administrative and clerical procedures

Knowledge of ethical business principles and practices

Proficient in spelling, punctuation, grammar in English writing

Proficient in producing correspondence, forms and documents

Proficient in information and communication management

Minimum 50 wpm typing skill

Key Competencies :

Attention to detail

Confidentiality

Planning and organizing

Time management

Interpersonal skills

Initiative

Reliability

Stress tolerance

Professional judgment and discretion

Ability to anticipate Directors’ needs and take proactive action

Job Type : Full-time

Benefits :

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Experience :

Administrative : 2 years (Preferred)

Requirements :