Administrative Office Specialist

Position Summary 

All Covenant House Alaska program staff work as advocates and allies for youth experiencing homelessness, human trafficking, and who are at increased risk for human trafficking. 

The Administrative Office Specialist is responsible for providing clerical, administrative, and program support to youth, staff, and partners. Serves as the primary point of direct administrative contact, maintaining the front office, and performing office functions. 

Essential Functions  

• Demonstrates a clear understanding of the Covenant House mission, philosophy, history, tradition(s) and the underlying values upon which the Agency is founded to the staff, students and the community we serve.  

• Provides a welcoming, inclusive environment for youth, staff, partners, and visitors. 

• Assists students with enrollment, admissions, and registration functions. 

• Coordinates information exchanges between youth, partners, and program staff by maintaining comprehensive knowledge of program services and offerings. 

• Maintains program calendars, coordinating room and reservations and vehicle scheduling. 

• In collaboration with the Volunteer Manager, support and administer Covey Academy volunteer engagement by communicating with volunteers through timely and professional correspondence, coordinating volunteer schedules and assignments. 

• Ensures a professional and welcoming environment by maintaining cleanliness, restocking supplies, managing calls, and preparing meeting spaces.  

• Under the direction of program leadership takes minutes and provides administrative support and follow-up on matters arising from meetings.  

• Provides day-to-day guidance, training and direction for intern students in addition to other duties. Regularly assign and review work. 

• Establishes and maintains organized and efficient files and records; gathers, enters, and/or updates data in pertinent database systems.  

• Responsible for the administration, security, confidentiality, and retention of office files. 

• Act as an advocate for students and support their interactions with staff, partners, and other students. 

• Assists in the coordination, control, and completion of special projects as requested. 

• Maintains a positive and professional working relationship with the general public, including placement agencies and families of the youth we serve. 

• Provides security and supervision of buildings, including the surrounding area. Report safety and maintenance concerns to program leadership. 

• Actively participates in all staff meetings and trainings. 

• Maintains a high level of ethical standards. 

• Keeps supervisor fully informed at all times. 

• Performs other duties as assigned. 

Qualifications 

Education

High School Diploma or equivalent required; further education in Social Service, Psychology Counseling, Business, Education, or a related field is preferred. Relevant work experience may be substituted for degree on a year-by-year basis. 

Experience  

Experience working in youth services and/or in a community agency that provides services to young adults from diverse backgrounds. Experience as a receptionist or administrative assistant preferred. 

Experience with working with adolescent or disadvantaged populations preferred; lived experience, volunteer, and internship experience will be considered an asset. 

Knowledge, Skills, and Abilities Required 

• Knowledge of community social service resources to assist youth with needs related to housing, employment, education, and social-emotional well-being. 

• Knowledge of crisis intervention and ability to address conflict between youth exhibiting challenging behaviors; able to respond quickly and safely while continuing to be a settling influence in crisis situations and emergencies. 

• Maintain confidentiality while understanding and complying with requirements of mandated reporting, duty to warn, Title IX, ADA,HIPAA, FERPA and other limits to confidentiality. 

• Willingness to utilize training opportunities in support of personal and professional growth, competence development, and to increase overall capacity to serve youth every day. 

• Well-developed verbal and written communication skills. 

• Proficient with standard computer operating systems. Ability to navigate Microsoft Office Suite, online databases, and other programs and websites as required. 

• Willingness and ability to work outside of normal business hours as well as Holidays and weekends as needed. 

• Organizational abilities and level of responsibility conducive to ensuring team and youth safety, keeping supplies inventoried and stocked, and tracking and reporting on grant-funded activities. 

• Able to articulate successes and challenges experienced by youth to inform program development and effectively communicate with CHA staff, community partners, funding sources, and others. 

• Willingness to see past differences in behavior and functioning and ability to passionately advocate for the right of all youth to be valued, supported, and housed. 

• Leadership skills and ability to tactfully and effectively coach team members. 

• Willingness and ability to attain a CPR/First Aid Certification 

• Possess a current and valid Driver’s License 

• Acceptable driving record assessed through CHA’s Drivers Acceptability Matrix. 

• Pass federal, state, and local background check investigations. 

Working Conditions 

• Position works in both an office setting and within the Covey Academy residential and educational building.  

• Noise level is mild to moderate, consistent with office and residential environments. 

• Must have the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. 

• Must have the ability to observe details within close range. 

• Must be able to remain in stationary position for extended periods of time. 

• Must be able to move within the office to access files and office equipment. 

• Consistently operates a computer and related office machinery. 

• Must be able to ascend/descend stairways within a wide variety of facilities both commercial and residential, with and possibly without the assistance of an elevator. 

• Occasionally moves items up to 40 pounds while ascending/descending stairways for position related activities.  

Covenant House is an Equal Opportunity Employer