Administrative Coordinator

The Administrative Coordinator works closely with the Executive Director to implement and maintain all directives in support of the efficient operation of Hospice SLO County. The Administrative Coordinator needs to be able to thrive in a fast-paced environment, be super-organized, attend meticulously to detail, provide positive customer experience, and handle multiple and competing tasks daily. This position oversees the day-to-day operations of our office and supports the organization by creating, implementing and/or maintaining the organization’s office systems.

This position is the first face and voice of Hospice SLO County and therefore requires an individual who can demonstrate a warm, welcoming, and helpful demeanor while also able to multi-task effectively. This position will liaise with internal staff, the board of directors and volunteers at all levels and interact with external clients and the community. The individual in this role must develop a strong understanding of the range of services offered by the organization and the ability to compassionately screen and refer calls to the appropriate staff member or program.

This is a full-time, hourly position. The salary range is $25-30 an hour.

 

ESSENTIAL JOB FUNCTIONS

  • Open and close the office daily, answer the phones, and greet clients.
  • Provide front desk coverage and admin support to the staff.
  • Respond to emails, phone calls and all correspondence in a timely and professional manner.
  • Professionally answer and direct phone calls to appropriate staff member or program.
  • Track bi-weekly timesheets for approval and payroll processing.
  • Document and track all account payables (invoices and receipts) for approval and processing.
  • Track all credit card expenses and verify documentation is present.
  • Document and track all account receivables for approval, acknowledgment, bank deposit and processing.
  • Provide data entry for administration and programs as needed. 
  • Assist with clerical projects, such as mailings, filing, scanning, or making copies.
  • Manage vendor contracts and general office equipment maintenance (including printers, IT requests, postage, shredding, etc.).
  • Maintain process for records retention, protection, retrieval, transfer, and disposal.
  • Review and create operating practices, design, and implement improvements where necessary.
  • Support office functions by maintaining inventory supply list and supply orders.
  • Support the production, assembly and mailing of printed materials to supporters.
  • Support the process for timely, relevant, and effective donor acknowledgement.
  • Support personnel onboarding through processing background checks, technology procurement and general orientation.
  • Work closely with other staff in the onboarding of volunteers.
  • Technology liaison with IT consultant.
  • Support room reservation schedules if/when needed.
  • Support the maintenance of physical surroundings in the office and lobby including the agency information and in resource library.
  • Assist with managing the set-up and cleaning up for office meetings as necessary.
  • Support the planning and implementation of special events and activities in the office.
  • In collaboration with the Executive Director, oversight of facilities repairs and maintenance.
  • Ensure smooth office function, coordinate with neighbors for any physical office needs.

 

REQUIRED EDUCATION AND EXPERIENCE

 

  • Four-year degree is preferred with a focus in business, accounting, human services or a related field from an accredited university, OR a two-year degree in related field from a community college. Relevant work experience can substitute for this degree.
  • Must have prior experience in administrative support.
  • Must have 2-5 years of related work experience.
  • Demonstrated working knowledge of Microsoft Office products including Outlook, Word, and Excel.
  • Must have knowledge/experience in data entry, mail merge and spreadsheets.

 

PREFERRED EDUCATION AND EXPERIENCE

 

  • Experience working in a non-profit setting.
  • Proficiency or ability to become proficient in various database software programs.
  • Proficiency in Canva.
  • Proficiency in QuickBooks.

 

COMPETENCIES

 

  • Must possess excellent communication skills, including writing, speaking, and proofreading with strong collaboration skills.
  • Excellent customer service skills including telephone and email communications.
  • Ability to maintain a high level of confidentiality.
  • Self-motivated with effective time management and organizational skills and ability to accomplish projects with little supervision while asking for assistance when needed.
  • Must be able to multitask while maintaining accuracy with the ability to respond creatively and diplomatically to conflicting priorities.
  • Ability to track multiple projects effectively with attention to detail.
  • Maintain constructive relationships and demonstrate respect and a high level of professionalism with a variety of people and personality types.
  • Ability to work effectively, efficiently, and creatively in a team environment.
  • Ability to work independently, self-direct and direct the work of others.
  • Flexibility and ability to adjust to changing conditions and priorities.
  • Ability to reason and apply common sense in understanding and dealing with problems involving variables in standardized situations.
  • Must be responsible, reliable, and possess problem solving and conflict resolution skills.
  • High level of interpersonal skills to handle sensitive and confidential situations.
  • Provide ideas, opinions, feedback, and information in a professional manner.

 

REQUIREMENTS

 

  • Must be at least 18 years of age; possess a valid CA Driver’s License, reliable transportation, proof of auto insurance, and DMV driving record that meets Hospice SLO County’s current vehicle insurance requirements. May be required to utilize personal vehicle and auto insurance.
  • Attendance is an essential function of this job that requires face-to-face interaction with other employees.
  • Ability to possess and maintain good physical and mental health.
  • Understand safety policies and actively practice and promote safe practices in the workplace.
  • Must be able to recognize, support and adhere to all Hospice SLO County policies and procedures.
  • Will have completed Hospice SLO County In-Home Volunteer Training Program in the first six months of employment (this will be provided).

 

Americans with Disabilities Act: Employees who are or become disabled must be able to perform the essential duties and responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

 

HOW TO APPLY

Email a cover letter, resume, and a paragraph in the email about why you feel you are a good fit for this role to Shannon McOuat, Executive Director at [email protected]. No phone calls please.