Administrator

The Administrator plays a vital role in setting the tone for the office and ensuring the smooth, efficient, and organized flow of day-to-day operations at the Program Center. This position oversees organizational administrative functions, office facilities, internal and external communication processes, program data, and a small scope of client services.

The ideal candidate is a highly organized, proactive problem-solver, who is comfortable working in a social service environment, competent using a range of web-based software and able to multitask effectively.

• At least 2 years’ experience in a high-capacity administrative role in a fast-paced environment where a mix of relational, logistical, and administrative skills were utilized daily.  3+ years’ experience preferred.
• Proficiency in Google Suite, Microsoft 365, Constant Contact, Weebly or similar drag/drop website applications, and the ability to learn web-based software quickly required.
• High School diploma required. College graduate strongly preferred

Office Operations & Administration

• Manage the office as the primary point of contact for visitors, inquiries over phone and email and, as such, sets the tone for public engagement  
• Manages administrative volunteers (five clerical volunteers who each work one day a week) to ensure they are communicating effectively over the phone, emails, and engaging with visitors, and other specific functions.
• Manage day-to-day office functions, including all office supplies, stationary, equipment, and copy machine
• Coordinate meetings, events, and internal scheduling; prepare agendas, take minutes, and handle logistics.
• Maintain shared organizational files in Google Drive
• Maintain organized records of program data for grant compliance

Communications

• Work in conjunction with graphic designer to send regular update emails to supporters via Constant Contact
• Develop the org newsletter in conjunction with ED, program managers, and graphic designer as the editor responsible for outline, content, deadline and distribution (via CC)
• Point of contact and primary (though not sole) author for social media posts, working in conjunction with ED and program managers to spotlight key items.
• Be a primary architect of the website working in conjunction with ED & graphic designer to make changes, updates, and develop new content content as necessary

Client Services

• Take calls to schedule Food Service clients for monthly grocery shopping appointments in conjunction with Clerical Volunteer & Food Services team.
• Maintain the daily schedule for transportation program, booking clients for rides, and communicating schedule to driver
• Provide walk-in clients with Identity Restoration service
• Provide walk-in clients with Thrift Store vouchers in accordance with policy.
• Keep robust records of all client services for grant reporting & annual impact report

Events:

• Coordinate logistics and provide administrative oversight for two primary fundraising events: annual gala (as part of gala team) and year-end giving campaign
• Coordinate logistics and provide administrative oversight for two primary fundraising events: annual gala (as part of gala team) and year-end giving campaign
• Coordinate logistics and provide administrative oversight for annual outreach programs: School Supply event, Thanksgiving program, and Christmas programs
• Coordinate logistics and provide administrative oversight for special events: open houses, special trainings, etc.

• Regular hours Monday-Friday, 9:00am –5pm at our program center building with occasional opportunity to work from home possible. 
• Evening or weekend hours may be required a few times per year.
• This role is performed in an interior temperature-controlled program environment.
•  Position requires prolonged periods of sitting, working on a computer and talking with people throughout the day

Section 6: Compensation & Benefits 

• This is full-time role with hours and schedule to be set between 30-40/wk
• Pay scale commensurate with experience 
• 2 weeks PTO, 10 Paid Holidays, 403B & Health Insurance in process
• Annual cost of living increases and opportunity for advancement