Admin and Program Support Coordinator

Organization Background: 

Our mission is to build a compassionate and just community by empowering and dignifying individuals and families, advocating against injustices, and uniting people to celebrate diversity.

We operate a bilingual resource center in Healdsburg and offer family support programs, education for all ages, financial guidance, legal assistance and emergency response. We coordinate and amplify the local Latinx voice, and we host cultural events that publicly celebrate the Latinx community and build cultural bridges amongst neighbors. Everything we do supports our goals of overcoming cycles of poverty for participating families and empowering them to create new relationships—with each other, with the community at large and with local systems and services that are meant to exist for everyone.

Corazón Healdsburg is seeking an organized, detail-oriented, and proactive Admin and Program Support Coordinator to join our team. This key role ensures the efficient and smooth operation of the organization, providing critical administrative and programmatic support across all departments. The ideal candidate will be a resourceful problem-solver with excellent multitasking abilities, have exceptional communication skills, strong commitment to teamwork, and a passion for community service.

Responsibilities:

Administrative Support:

• Serve as the first point of contact for visitors, clients, and external stakeholders by managing reception duties, answering office phones, and responding to general inquiries.

• Respond to general website inquiries received through the organization’s general email inbox, replying directly when appropriate and directing messages to the relevant staff.

• Manage and organize office operations, including ordering supplies, maintaining inventory, and ensuring the office remains a welcoming and efficient workspace.

• Provide scheduling and administrative support to the Executive Director, including calendar management, preparation of meeting materials, and coordination of internal communications.

• Coordinate with external vendors for services, repairs, and equipment maintenance to ensure uninterrupted operations.

• Maintain and update the organization’s primary calendar, including scheduling internal and external meetings, events, and room reservations.

Program and Client Support:

• Schedule and confirm client appointments for case managers and program staff, ensuring effective communication with participants.

• Enter and manage client and program data in organizational databases with accuracy and confidentiality.

• Assist with calling clients and program participants for feedback, follow-ups, missed appointments, and survey collection to enhance program quality.

• Support program evaluation efforts by preparing reports, organizing data, and tracking key performance metrics.

• Collaborate with program managers and team leads to support event planning and coordination, including logistics, communications, and on-site support.

Operational and Special Projects Support:

• Play a central role in improving internal systems and processes to streamline office workflows.

• Assist with drafting and distributing communications, such as emails, reports, meeting minutes, and other written materials.

• Provide logistical support for team meetings, monthly staff appreciation lunches, staff retreats, trainings, and workshops, including setting up meeting spaces, managing technology needs, and preparing materials.

• Participate in cross-departmental projects and initiatives, providing research, administrative, and coordination support as needed.

Community and Stakeholder Engagement:

• Participate in community outreach efforts alongside team members and volunteers to support organizational programs and initiatives.

• Support and attend Corazón Healdsburg events, fundraisers, workshops, and other activities aimed at fostering community engagement.

• Assist in gathering participant feedback through surveys, focus groups, and other outreach methods to inform program improvements.

• Maintain a welcoming and professional environment for clients, partners, donors and community members interacting with Corazón Healdsburg.

Qualifications:

• Strong customer service skills with the ability to interact professionally, warmly, and effectively with clients, visitors, donors, and external stakeholders, representing the organization in a positive manner.

• High level of organization, with the ability to manage multiple tasks, projects, and priorities effectively and professionally.

• 2 years of experience in administrative or clerical roles.

• Strong communication skills, including written and verbal proficiency in both English and Spanish for client communication.

• Proficiency in GSuite (Docs, Sheets, Slides); familiarity with Salesforce or similar CRM/database platforms preferred.

• Attention to detail and accuracy in data entry and record-keeping.

• Collaborative mindset with the ability to work well independently and as part of a team.

• Commitment to serving the mission and vision of Corazón Healdsburg, including a passion for supporting community wellbeing and equity.

Physical Demands: Must be able to sit at a desk. Must be able to do phone or computer work for blocks of time. Must be able to communicate verbally. Must be able to lift and move paperwork, files, and equipment up to 25 pounds. While performing the duties of this job, the employee is regularly required to walk, sit; use hands to handle objects/operate keyboards; reach with hands and arms; stoop, kneel, and crouch; talk and hear. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position holds regular office hours in our location at the Healdsburg Community Center. Events, meetings, facility tours, and gatherings may take place at off-site locations with unknown accessibility. The noise level in the work environment can be loud. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The position may require light travel to various locations throughout Sonoma County.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Corazón Healdsburg is an Equal Opportunity/Affirmative Action Employer.

For questions, please email Marcy Flores at marcy@corazonhealdsburg.org