Office Coordinator

Job Purpose

The Office Coordinator is responsible for providing support to ensure efficient operation of the office. Our busy staff requires administrative support on a variety of tasks related to documentation, organization, and communication. The individual works with the administrative team to review, revise and maintain systems and office equipment and to provide detailed assistance to our staff members.

The position also has the responsibility for ensuring that our building and grounds are well maintained, functional, and physically safe. Wall colors and artwork have been chosen expressly to provide a welcoming and safe space for our clients and staff. The position is responsible for ensuring that this feel remains intact.

Duties and Responsibilities

The COO assigns duties to specific team members based on skills, experience, interests, and timing. Those assignments may change as our team develops and the needs of the organization change. Work assignments may change as the administration team develops and the needs of the organization change. The following is a list of the major projects and responsibilities (and a few of the smaller ones) that the Office Coordinator will be responsible for; other operations projects, both ongoing and one-time, will be assigned.

• Greet clients, other visitors, and answer the phone line for the agency when other administration staff are unavailable.
• Assist co-workers with a wide variety of tasks of varying levels of difficulty and time needed
• Maintain electronic and hard copy filing systems for administrative and client records
• Open, sort and distribute incoming correspondence; make daily bank deposits
• Oversee the building and grounds repair and maintenance so they remain safe, functional, welcoming
• Purchase and organize office, program and building supplies. Purchases may be done online or locally
• Maintain office equipment such as copiers and office furniture
• Issue, record, and collect proof of receipt for gift cards, transportation cards, nutritional receipts, etc.
• Dispose of equipment and supplies in an environmentally safe manner
• Book hotel stays for staff travel to trainings and conferences
• Work independently or with a team on nonrecurring special projects such as forms creation, spreadsheets, and other ad hoc documents
• Contribute to overall team efforts by working with and supporting other staff as needed

Skills and Qualifications

• Proven knowledge of administrative support functions. One-year certificate from college or technical school, 6 to 12 months related experience, or an equivalent combination of the two
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills; ability to work independently
• Strong interpersonal skills
• Proficiency in MS Office, especially Word, Excel, and PowerPoint
• Familiarity with database and design software (such as Adobe InDesign) a plus
• Demonstrate initiative by understanding what actions need to be taken and completing the required tasks while seeking the perspective of others as required
• Work as a team player to make a difference within the business as a whole
• Readily handle change through taking advantage of lifelong learning opportunities and being open-minded and curious in the face of new challenges
• Effective written communications skills
• Highly proficient in office equipment, computer equipment, and administrative software use.
• Must possess a valid drivers’ license and have access to licensed, insured transportation available during all regular working hours

Abilities

• Demonstrate tact, initiative and sound judgment under challenging circumstances
• Work well with people of diverse social, cultural and economic backgrounds
• Maintain strict confidentiality
• Handle multi-tasking, interruptions and distractions without getting flustered
• Be task-oriented and incredibly organized
• Establish and maintain effective working relationships with clients, employees, other agencies and the public
• Communicate effectively in person, on the telephone and in written form
• Prepare reports, records and other documentation with accuracy and appropriate timeliness
• Relate to people in a positive, informative and cooperative manner
• Organize several projects and/or areas of work simultaneously and efficiently
• Apply critical thinking skills to resolve problem situations. Identify root causes, assess relevant information, identify a range of options, and recommend a resolution
• Work independently, yet know when to ask for help

Our Mission and Vision

Cares Sexual Wellness Services mission is to provide comprehensive sexual wellness services where all participants-feel welcome, well-informed, cared for, and loved.

Vision: We envision a community made up of individuals, regardless of status, position, or background that are empowered to navigate their own sexual health and wellness without shame, stigma or judgement.

The above statements are intended to describe the general nature and level of work being performed in this role. This is not intended to be an exhaustive list of all responsibilities and activities required of this position.

Equal Opportunity

Cares Sexual Wellness Services is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, national origin, age, sex, handicap, marital status, veteran status, height, weight, arrest record without conviction, gender identity, or sexual orientation.

Job Type: Full-time

Pay: $21.37 per hour

Expected hours: 36 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $21