Office Coordinator

Description

HOPE Online Learning Academy Job Description

Office Coordinator

JOB CLASSIFICATION / WORK EXPECTATIONS: SALARY RANGE: $35,000-$45,000

The Office Coordinator position is a full time, non-exempt position. Employees in this position follow the Year Round Work Calendar, as determined annually. The expected work week is 40 hours, from Monday - Friday.

This job description may not be inclusive of all assigned duties, responsibilities or aspects of the job described and may be amended at any time at the discretion of HOPE’s management.

SUMMARY:

As an integral member of the HOPE team, the Office Coordinator will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety. The Office Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control. The Office Coordinator ensures a smooth running, customer service oriented office and provides support to ensure quality operations at HOPE’s Central Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Priority Area: Office Support

40%

Duties and Responsibilities

• Monitor and direct incoming faxes, phone calls and process incoming and outgoing mail.
• Serve as a translator for Spanish-speaking parents, students and the translation of documents
• Greet visitors with a smile, answer telephones, and route messages professionally.
• Perform general office maintenance, including unlocking/locking doors, making coffee, and maintaining kitchen supplies.
• Coordinate with IT for maintenance and operation of office equipment
• Maintain, clean and organize all kitchens including morning and evening set-up and tear down

Evidence of Success

1. The front office is a welcoming and helpful space. Staff and visitors feel supported.
2. HOPE’s employees use our Office Coordinator to support their work activities.
3. The Central Office common areas are well maintained and well run.

Priority Area: Management of Central Office facility and administrative operations.

40%

Duties and Responsibilities

• Coordinate meeting room requests and provide support for in-house meetings (food/drinks as needed).
• Participate in planning and execution of office events.
• Ensure office efficiency through equipment procurement, office layouts, and system planning.
• Manage relationships with service providers, landlords, janitorial staff, and building security.
• Support onboarding by producing badges, access cards, keys, gym pass, name plates, and collaborate with HR to maintain office policies.

Evidence of Success

1. Energetic and adaptable office coordinator skilled in multitasking and handling various administrative duties
2. Provides executive support and working independently with minimal supervision
3. Well-organized and flexible, thrives on the challenges of supporting a diverse office environment

Priority Area: Lead by exemplifying professionalism and commitment to community

20%

Duties and Responsibilities

• Adjusts practice and prioritization of other tasks based on the needs of the Learning Site and HOPE.
• Sets personal goals related to student engagement outcomes and seeks opportunities to improve personal professional practice through professional development and reflection.
• Other duties as assigned.

Evidence of Success

• Meets personal and department goals.

EDUCATION, LICENSURE AND RELATED WORK EXPERIENCE:

Required

• 5 years’ customer service and administrative experience
• Oral and written fluency in Spanish

Preferred

• Advanced technology skills
• Bachelor’s degree in a relevant field (or equivalent years of experience)

SKILLS, KNOWLEDGE, AND ABILITIES:

Required

• Commitment to social justice and equitable education for all and support of community based learning
• Cultural proficiency and interpersonal/relationship building skills
• Fluency and literacy in English and Spanish, excellent oral and written communication
• Excellent technology skills – Incliding Google Docs, Drive and Gmail, MS Office, Student Information and learning management systems
• Proactive and detailed oriented, ability to prioritize and be self-directed
• Ability to handle multiple projects and meeting deadlines
• Flexibility to adapt to unexpected and frequent changes, based on organizational needs

Preferred

• Experience with facilities management

REPORTING RELATIONSHIP:

The Office Coordinator position reports to and is evaluated by the CEO and does not supervise any HOPE or Learning Site employees.

PHYSICAL AND MENTAL FUNCTIONING REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to:

• Compare, analyze, communicate, instruct, synthesize, evaluate, use interpersonal skills, compile and negotiate
• Communicate effectively using speech and hearing
• Use near vision to see details at close range (within a few feet of the observer) as required for computer use, reading and instruction
• Use hands for extended periods of time at a keyboard or workstation
• Operate office machines and computer equipment
• Be subject to standing, walking, sitting, bending, reaching, kneeling, climbing, balancing, stooping, pushing and pulling
• Occasionally lift objects up to 25 pounds

LOCATION, WORKING ENVIRONMENT AND TRAVEL REQUIREMENTS:

Work is routinely performed in an office environment with moderate noise level. This position works primarily at the HOPE Central Office in Englewood, with occasional travel to and between Learning Sites. Travel is the responsibility of the employee. Compensation for mileage is per the HOPE Mileage policy.

HOPE provides equal employment opportunities to all employees and prohibits discrimination on the basis of race, color, religion, national origin, sex, age, disability, genetics, protected veteran status, sexual orientation, gender identity or expression or any other characteristic protected by federal, state or local laws. 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. Inquiries concerning the application of HOPE’s nondiscrimination policy can be directed to the Human Resources office.

Salary : $35,000 - $45,000