What are the responsibilities and job description for the Coordinator - Administration position at Downtown Women's Center?
Summary
The mission of the Downtown Women’s Center (DWC) is to end homelessness for women in greater Los Angeles through housing, wellness, employment, and advocacy. DWC envisions a Los Angeles with every woman housed and on a path to personal stability. Founded in 1978, DWC was the first organization to exclusively serve women on Los Angeles’ Skid Row. The Administration Coordinator is responsible for assisting with I.T. operations management as well as providing administrative support. The position will be responsible for answering non-routine correspondence and handling highly confidential and sensitive information. Independent judgment is required to plan, prioritize and organize a diversified workload, and recommend changes in office practices or procedures.
Essential Functions
- Oversees I.T. equipment orders and inventory, including, but not limited to computers, monitors, phones, tablets, printers, and accompanying accessories.
- Coordinates the preparation, issuance and collection of telecommuting equipment for new hires, current staff, interns, temporary employees, and consultants as needed.
- Facilitates set up of supplemental equipment for presentations in meeting rooms, including, but not limited to projectors, screens, speakers, microphones, and display cables.
- Provides troubleshooting support to resolve IT-related issues and facilitates interactions between end users and higher-level support provided by 3rd party I.T. vendors.
- Serves as administrator for various corporate software systems and agency subscriptions.
- Supports with updates to user account permissions and access to agency email distribution lists.
- Supports the maintenance and upkeep of DWC’s corporate Intranet.
- Travels between various DWC locations as needed to support with office and I.T. management needs
- Provides clerical support including email correspondence, mailing, filing, copying, scanning, data entry, faxing, etc.
- Provides back-up coverage for the department as needed which may include but is not limited to the processing of incoming and outgoing mail, covering the reception area, responding to voicemail, email, phone, and parking requests in a timely manner.
- Completes and compiles check requests and/or invoices for submission to our invoice processing systems to meet the Finance department’s weekly deadline.
- Participates as needed in special department projects, including, but not limited to support with building operations, data governance and compliance.
- Completes monthly expense reports and credit card reconciliations as requested.
- Participates in the planning process and provides support for retreats, meetings, conferences, special events and projects as needed.
- Participates, as needed, in special agency committees and taskforces to serve as a representative of the Administration department.
- Other duties as assigned to support the mission of the organization.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
- Strong Technical Skills
- Computer Literacy
- Excellent Troubleshooting Skills
- Communication Proficiency
- Organization Skills
- Time Management
- Customer Service
- Decision Making
- Collaboration Skills
- Attention to Detail
- Flexibility
- Punctuality
- Critical Thinking Skills
Supervisory Responsibility
This position does not have supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
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.
While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.
Position Type and Expected Hours of Work
This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m.
Travel
Weekly travel between the DWC building sites and rare travel to local vendors and off-site events is a requirement for this position.
Remote Work:
This is an on-site position. Requests to telecommute on an emergency or ad-hoc basis will be approved or denied based on the agency’s business need in accordance with DWC’s telecommuting policy.
Required Education and Experience
- High School, AA, or Bachelor’s degree preferred.
- At least 2-3 years in a clerical or administrative role, or relative administrative experience.
Required Knowledge/Skills/Position Qualifications
- Must be technically proficient and have experience working with computer technology.
- Strong administrative skills and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
- Strong knowledge of the complexity of poverty and women’s homelessness, domestic violence, mental illness, trauma, substance abuse, health issues, and older adults preferred.
- Excellent written and verbal communication skills required; proven ability to communicate with diverse audiences. Current valid California state driver’s license, comprehensive insurance, and good driving record
- Detail oriented with superior administrative support, time management, and organizational skills.
- Maintain confidentiality with tact.
- Strong problem solving and critical thinking ability. Must have excellent follow up skills.
- High degree of proficiency in office procedures, keyboarding, office equipment operation, maintenance, business machines & computer software programs.
- Must be able to work effectively in a fast-paced, deadline-oriented environment.
- Must be able to work well independently and as part of a team.
- Cultural humility.
- Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC.
- Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.
- You will be required to be up to date on your vaccinations against COVID-19 and provide documentation. If you are fully vaccinated and not yet eligible to receive a booster dose, then you must receive the booster dose within 30 days of becoming eligible and eligibility begins 5 months after receiving final primary dose. If you are fully vaccinated and have received a booster dose, you are considered up to date with your vaccinations. Unvaccinated individuals must receive their 1st dose before their first day of hire. Partially vaccinated (for 2-dose series) individuals must receive their 2nd dose within 30 days of being hired. The second dose of a two-dose vaccine series is due 4 weeks after the primary dose.
Pay Range
$28.00/hourly
Work Authorization
$28.00/hourly
Work Authorization
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Fair Chance Act Statement
Downtown Women’s Center will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Downtown Women’s Center is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right’s Department Fair Chance Act webpage.
Downtown Women’s Center provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allow us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women’s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of all 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.
Salary : $28
