Administrative Coordinator
Santa Ana, CA Programs
Job Type
Full-time
Description

ABOUT THE COMPANY

Founded: 1981

Mission: To strive for equity for our youth by valuing and supporting the life they envision. 

Values: Trust, Respect, Empathy, Inclusion, & Advocacy


JOB DESCRIPTION

Position Title: Administrative Coordinator 

Employment Classification: Full-time; Hourly; Non-Exempt

Reports to: Chief Programs Officer

Department: Programs

Program Summary: The Programs Department consists of all the client-serving programs within Orangewood Foundation. 

Position Summary: The Administrative Coordinator provides administrative and operational support for program staff and program administration. Assumes responsibility for special projects and coordinates activities between departments. 



Requirements

Major Areas of Responsibility

  • Coordinate internal and external meetings including Program Committees, adjacent Program Boards, (secure venue, order refreshments/food, marketing/outreach, arrange payments or giveaways, room set-up, copy/print/prepare materials, take minutes, data entry, etc.)
  • Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the programs department. (proposal packets, data entry, invoices, and reimbursements, etc.).
  • Coordinate Program staff onboarding & ongoing trainings. 
  • Manage training matrix and work with Program Leadership to track staff completion of annual required trainings. 
  • Assist in researching and compiling information for reports, proposals and evaluation. 
  • Maintain cleanliness, organization, and inventory of all conference rooms, copy room, and kitchen of assigned building areas.
  • Order supplies and make service calls as needed.  
  • Maintain standards to meet health and safety through training staff and providing direction and feedback. 
  • Coordinate with marketing on Youth facing program materials and website. 
  • Assist with outreach for program services, events, surveys, etc. internally and externally. 
  • Work with Quality Assurance and take the lead on measures of safety within assigned building areas. 
  • Coordinate with the Office Manager on meeting room schedules and organization. 
  • Provide reception desk back-up coverage as needed.
  • Participates in developing departmental office organization, policies and procedures. Analyzes policies and procedures and recommends and implements changes. Interprets policies and procedures to program staff. 
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the organization.
  • Serve as main Programs contact to coordinate questions, referrals, etc.
  • Arrange travel and accommodations for programs staff. Prepare expense reports.
  • Other duties as assigned.


Experience Requirements:  

  • High School Diploma with approximately six (6) years of experience performing administrative and providing customer service support or a bachelor’s degree with three (3) years of experience performing administrative and providing customer service support. 


Knowledge & Skills

  • Excellent verbal and written communication skills. 
  • Demonstrate an understanding of Trauma Informed Care, challenges/barriers with TAY population, resources available within Orange County community. 
  • Ability, desire, and flexibility to work in a high crisis, fast paced environment.
  • Ability to multi-task with the capacity to learn quickly and integrate knowledge efficiently
  • Proficient in Microsoft Office: Outlook, Word, and Excell and PowerPoint. Knowledge in data entry.
  • Ability to build internal and external working relationships
  • Exercises sound judgement
  • Exceptional organizational skills and attention to details. 
  • Effective communication skills including writing, public speaking, and conflict resolution/mediation skills.
  • Highly motivated, willing to learn, and able to work independently.


Essential Qualities

  • Understanding of and passion for the Foundation’s mission, vision, and values.
  • Enjoys working directly with volunteers, community partners, etc.
  • Demonstrates operating principles of communication and teamwork.
  • Displays the essential attitudes by approaching projects, activities and other job functions with flexibility and a positive attitude.
  • Ensure a welcoming environment that supports and respects all people regardless of race, ethnicity, religion, gender, gender identity or sexual orientation.
  • Displays ethical decision-making ability and confidentiality.
  • Models’ leadership and professionalism.
  • Ability to multi-task and maintain organization.
  • Must be detail-oriented team player with the ability to self-start.


Working Environment/Job Requirements

  • Position will require use of personal vehicle. 
  • Physical requirements include standing, sitting, typing, bending, and lifting up to approximately 25 lbs. (i.e. tables, chairs, food, water, etc.). 
  • Possess a valid California driver’s license and proof of automobile insurance.  
  • Position requires DMV clearance. 
  • Pre-employment screenings include criminal background check, FBI/DOJ fingerprinting, TB test, drug screen, and previous employment verification.


Orangewood Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race (including hair texture and protective hair styles such as braids, locks, and twists), religious creed (including religious dress and grooming practices), color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity (including individuals who are transgender and/or transitioning), gender expression, age, sexual orientation, reproductive health decision-making, military and veteran status, or any other protected group, in accordance with all applicable federal or State laws.



Salary Description
$28.00 - $35.00 per hour