Administrative Coordinator

Brigid Collins Family Support Center

JOB DESCRIPTION

Title: Administrative Coordinator

Group:  H

Supervised by: Director of Operations

Starting Wage: $21.00 Hourly

Full-Time Equivalent (FTE): 25-30 Hours per Week

Purpose: To provide high-quality customer service and front-end operations support to Brigid Collins clients and staff. This position is currently limited to 25-30 hours per week but could become full-time (40 hours per week). Current office hours are 10am-2 pm, Monday through Friday. 

Primary responsibilities include, but are not limited to:

• Provides secretarial and administrative support to include monitoring and/or managing agency schedules/calendar.
• Act as the primary point of contact with vendors.
• Screen mail, phone calls, and emails and forward to the appropriate staff.
• Greet and direct visitors to the right staff or building location.
• Respond to administrative inquiries.
• Coordinate facility rentals with outside agencies for meetings, training, conferences, and other special events.
• Gather, enter, and update data to maintain departmental records and databases, as appropriate; establish and maintain files and records.
• Organize and enter accounts payable information into agency accounting software and file documentation.
• Coordinates the day-to-day management of supplies, equipment, and office maintenance for the organization including re-ordering of supplies, maintain a clean, safe, and pleasant office, and troubleshoot office equipment.
• Assist in the coordination and completion of special projects as appropriate.
• Oversees front desk and lobby activities including opening and closing and scheduling of coverage.
• Other duties as assigned.

Knowledge, Skills and Abilities Required

• Knowledge of supplies, equipment, and service ordering and inventory control.
• Strong interpersonal and communication skills and the ability to work effectively and professionally with a wide range of constituencies in a diverse community.
• Information research skills.
• Ability to interpret financial data.
• Experience using Microsoft 365.
• Knowledge of office and facilities management principles and procedures.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Experience doing data entry.
• Ability to supervise the work of others and train assigned staff on internal systems and procedures.

Candidates should have the ability to:

• Be a customer service-oriented problem solver who can work with employees and customers of all skill levels.
• Calmly and quickly solve problems in stressful, high impact situations.
• Respond calmly and professionally to individuals in person, over the phone, or via email who may be in crisis or agitated and help facilitate contact with the appropriate person.
• Work independently.
• Good organization, time management, and prioritization.
• Work events on occasion.
• Work on-site at locations in Bellingham up to 5 days per week with occasional travel to Mount Vernon offices or other meeting locations.
• Must have reliable transportation and a valid Washington State driver’s license.

Qualifications:

• High School Diploma or GED + at least 2 years of administrative experience (preferably in a nonprofit or social service organization), or equivalent. A completed degree from an accredited college or university may substitute for professional experience.
• Must be eligible to work in the United States.
• Successful completion of required background checks.
• Fluent in English. Bilingual in Spanish is highly desired but not required.

Physical Demands & Working Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, will be occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear, and lift 25 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception, peripheral vision, and the ability to adjust focus.

Benefits:

• Medical, dental, vision, and life insurance, with a large employer contribution based on FTE beginning the 1st day of the month after employment starts.
• Employee Assistance Program (EAP).
• 403(b) retirement account with an employer contribution after 1 year of employment.
• 11 paid holidays per year.
• Accrual of 11 paid vacation days in the 1st year.
• 12 paid sick days per year.
• Paid training.
• Flexible hours.
• Eligible employer for the Public Servant Loan Forgiveness Program