Administrative Coordinator

Position: Administrative Coordinator

Program: Administration

Department: Finance

Reports to: Chief Financial Officer

Compensation: $33.00-$35.00 per hour

Status: 100%, Full-Time, Non-Exempt, Non-Union

Probation: 180 days

Benefits: Medical, Dental, Vision, Life, and Long-Term Disability Insurance, Employee Assistance Program, and 403(b) Retirement Plan

CENTER’S MISSION: Building a world where LGBT people thrive as healthy, equal, and complete members of society.

JOB SUMMARY: Under the direct supervision of the Chief Financial Officer, the Administrative Coordinator provides administrative support for the Chief of Staff, General Counsel, and Finance Department. This position interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization and is responsible for planning, prioritizing, and organizing a diversified workload.

ESSENTIAL FUNCTIONS

Administrative Support

•    Provide administrative support to the Chief of Staff, Finance Department, General Counsel, and other teams as requested.

•    Organize and schedule meetings (in-person, teleconference, online) and set up meeting spaces and technology.

•    Assist with developing, implementing, maintaining, and updating filing systems.

•    Respond to routine information requests.

•    Maintain office equipment, ensuring copiers and fax machines are supplied and serviced as needed.

•    Coordinate, purchase, and manage office supply inventory.

•    Maintain organization of 3rd floor common areas, supply cabinets, and file rooms.

•    Oversee packing and sending of prior year files to offsite storage.

•    Serve as point of contact for IT and Facilities service requests.

•    Assist with special projects on an ongoing basis.

•    Other duties as assigned.

% of Role   

40% Finance Department Support

•    In addition to the administrative duties above,

o    Sort and distribute Finance Department mail.

o    Assist with CSS reimbursements to the County of Los Angeles as needed.

o    Coordinate and process submission of check requests, invoices, staff reimbursements and purchase orders.

30%    General Counsel Support

•    In addition to the administrative duties above,

o    Assist with insurance policy renewals, obtaining and updating certificates of insurance, vehicle access, and claims filing.

o    Review and respond to subpoenas (training provided).

30%    Chief of Staff Support

•    In addition to the administrative duties above,

o    Provide project management support and tracking.

o    Assist with recording meeting minutes.

0%    Management Responsibilities (Budgetary & Direct Supervisory) 

REQUIRED QUALIFICATIONS

•    Knowledge of or experience working with the LGBTQ community and familiarity with issues of particular relevance to LGBTQ people.

•    A passion for the Center’s work and its mission to make the world a better place for LGBTQ people.

•    Strong organizational and interpersonal skills with a high level of attention to detail and excellent follow-through.

•    Minimum 3 years’ experience in office administration, administrative assistant, personal assistant, or similar work experience or equivalent education.

•    Proficiency with Microsoft Office and other software and online software systems, including specific expertise with complex calendar management.

•    Excellent written and oral communication skills with the ability to be discrete with confidential and sensitive information.

•    Ability to work efficiently and independently in a high-pressure professional environment that provides diverse variety of tasks, as well as meet deadlines and make effective decisions.

•    Demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, gender identities, gender expression, socio-economic backgrounds, religions, ages, English-speaking abilities, immigration status, and physical abilities in a multicultural environment.

PREFERRED QUALIFICATIONS

•    Legal experience and general knowledge of workers’ compensation and general liability insurance administration.

The Los Angeles LGBT Center is an Equal Opportunity Employer and is committed to fostering diversity within its staff. Applications are encouraged from all persons regardless of their race, color, ancestry, national origin, sexual orientation, gender identity and expression, sex, pregnancy, childbirth and related medical conditions, religion, disability, age, military or veteran status, including status as a victim of domestic violence, assault or stalking, genetic information (including family medical history), political affiliation or activities, medical or health conditions, and marital status.

The Center has implemented a mandatory COVID-19 vaccination policy as a condition of employment for all employees who work on the Center’s premises, subject to applicable federal, state, and local laws. For more information, please contact jobs@lalgbtcenter.org.

Salary : $33 - $35