Employment Opportunity

Office Coordinator

CLASSIFICATION: Staff | Part Time Non-Exempt

REPORTS TO: Operations and Education Director

STATUS: 25 hours per week

Job Description

Coordinates smooth day-to-day coordination of office building, hospitality, facilities, technology schedule and supervises team of receptionists. Administrative, organizational and communication tasks that support the staff and contribute to an efficient workspace.

Duties & Responsibilities

A successful Office Coordinator will be detail oriented and task driven, a self-starter and able to work independently and develop and execute plans with minimal supervision. A key to success will be to cultivate a positive atmosphere in the office.

Reception Supervisor

As a key member of the office team, ensures that every time guests walk through our purple doors they are greeted with kindness, professionalism and hospitality.
Committed to making sure all reception needs are met.
Instrumental in volunteer receptionist interviews and orientation/training, including cross training to ensure staff availability and coverage.

Administrative

Manages appointment “waiting list” when necessary, by calling/texting as needed.
Manages office-wide staff calendar.
Oversees staff & volunteer acknowledgments (birthdays, gifts, sympathy cards, etc.).
Maintains child abuse clearance files and ensures all team and volunteers stay current.
Processes incoming and outgoing mail and office email.
Responsible for inventory and the ordering of office supplies.
General office upkeep.

Facility Management:

Monitors physical facility conditions and arranges necessary repairs.
Liaison between property manager, facility vendors and maintenance volunteers.
Ensures team is kept up to date with any changes to facility.

Office Technology Operations:

Point person for information technology issues.
Maintains office security system.
Maintains office phone system and voicemails.

Qualifications

Passionately pro-life; expresses full agreement with and acts in concert with A Woman’s Concern’s Mission Statement.
Prior related office experience preferred.
Respects confidentiality and privacy per applicable laws and regulations.
Demonstrates behaviors that align with A Woman’s Concern’s values.
Complies with the policies and procedures of A Woman’s Concern.
Excellent oral and written communication skills including active listening and communication skills.
Excellent problem solving and organization skills.
Flexible and willingness to take on different responsibilities.
Dependable, stable and capable of following through on commitments.
Excellent team oriented and relationship skills.
Must be able to interact with clients and coworkers in a polite, friendly, and calm manner and be able to handle a busy telephone system as well as respond professionally to inquiries at the front desk and over the phone.
Strong computer skills, including MS Office, databases and cloud-based applications.
Adept with current technology and able to learn new skills.
Spanish fluency is a plus.

Upon hire, ability to secure Child Abuse Clearance, State Police Clearance and FBI Fingerprinting and Criminal Background Check. On a bi-annual basis, participate in training for mandated reporting of child abuse.

Physical Demands

Activities in performance of duties include sitting, standing, walking, climbing stairs, lifting up to 25lbs, kneeling, reaching, pushing, pulling, keystroking on a keyboard or similar device, talking, hearing and seeing.