Administrative Coordinator

Full job description

ACCOUNTABLE TO: Executive Director, Administrative Director & Mid-Management Staff

LOCATION: Primarily working out of the Marshall office (*travel within other WRAP Service Areas required on a regular basis)

Status: Part-time (20 hours per week)

Benefits include: Pro-rated PTO & Paid holiday, employee paid health insurance

Primary Purpose of Position

The Administrative Coordinator performs a wide range of complex and confidential administrative and clerical support duties. Includes responsibility for executive office management as appropriate. Performs social media outreach and correspondence with external contacts.

JOB SUMMARY

Provides wide range of complex office administration and support to the Administrative Director.

May serve as principal administrative contact and liaison with external contacts, per Executive or Administrative Director’s request.

Develops, implements, and administers departmental office systems and procedures. Establishes office procedures, policies, and operations. Interprets and communicates policies and processes.

May assist with interviewing for faculty or staff assistant positions.

Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting.

Provides wide ranges of support including keyboarding, composing, and editing letters, memoranda, and reports.

Uses multiple technical applications, including Office 365, Apricot Social Solutions Data Tracking, Marco Printer Services, Canva, Word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.

May manage complex calendars, arrange for meetings, appointments, and travel arrangements

Purchases and maintains inventory of office supplies.

Create social media posts/articles

May assist in training, scheduling, and distributing work for volunteers, interns, and temporary staff.

Participates in agency development events as consultation with the Executive Director or Administrative Director.

Educates and informs the community through media, presentations, area events, and other communications.

Keeps accurate database and records of services provided; submits reports as required to Executive and/or Administrative Director and shares with other entities as appropriate.

Attends interagency meetings, trainings and workshops pertinent to advocacy services in consultation with the Executive and/or Administrative Director.

As needed, provides crisis intervention, follow up, support, advocacy, information and referral to clients in person or via crisis line; assesses for safety; arranges for hotel/motel placement and transportation; safety planning; accompanies clients to appointments; provides follow-up and/or support at the hospital/clinic

Assist with the upkeep and daily maintenance of the WRAP offices.

Demonstrates an awareness of one's own personal limits and asks for help when necessary, including delegating to the team in order to balance direct service and program manager duties in a sustainable way.

Accept/Decline, maintain, and sort agency donations

This position is responsible to greet people who come into the office.

Check agency general voicemail box and email messages on phone, social media, and any other platforms.

When receiving incoming donations, or reimbursement checks, responsible for scanning check into database, and sending Thank You cards to donors.

Keep donation resource rooms organized, inventoried, and be aware of items needed.

Create & maintain inventory of victim resources with updated and accurate information for all agency counties

Responsible for ordering and printing agency and partner brochures and forms for advocates, as needed.

Must help other staff with maintaining and cleaning of the WRAP safe houses, while also inventorying supplies in office.

Performs other duties and assumes additional responsibilities in consultations with the Executive and/or Administrative Director

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience

High School diploma or equivalent, (G.E.D.)

Bachelor’s degree in business management, human resources, criminal justice, paralegal, human services, social work or related field desirable but not required.

Minimum of one year experience in office management or related work experience and/or prior crime victims advocate training preferred but not required.

Necessary Knowledge, Skills, and Abilities

3 years related experience with proven office administration and customer service skills required.

Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.

Proven interpersonal skills with experience providing complex administrative support in a high-profile environment.

Knowledge of and sensitivity to domestic violence victims/survivors; working knowledge of the legal and social service systems, referral sources/options.

Ability to establish and maintain effective working relationships with co-workers, supervisors, clients and the general public; ability to communicate effectively orally and in writing.

SPECIAL REQUIREMENTS

Must possess and maintain a valid state driver’s license and insured reliable vehicle.

TOOLS AND EQUIPMENT USED

Requires use of a computer (MS Office 365) and daily use of Microsoft Excel Spreadsheets, Word, Outlook

Victim Tracking Software- Apricot Social Solutions

Vonage Communication Software and Equipment

Graphic Design Program knowledge- Online Programs, ex. Canva

Physical Demand and Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, communicate effectively with clients, be flexible in schedules, travel, and operate office equipment. Employee is required to be mobile and lift at least 50 lbs.

It is the policy of this agency to provide equality of opportunity in employment to all persons, to prohibit discrimination because of race, color, religion, national origin, place of residence, political affiliation, disability, marital status, status with regard to public assistance, gender, sexual orientation, or age in all aspects of its personnel policies, programs, practices, or operations.

Pay: From $22.00 per hour

Benefits:

• Employee assistance program
• Paid time off

Work Location: In person