Youth Policy Institute

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Administrative Coordinator

Administrative Coordinator

Job ID 
2017-2711
# of Openings 
1
Job Locations 
US-CA-Hollywood
Category 
Administration
Job Type 
Regular Full-Time

More information about this job

Overview

The Youth Policy Institute transforms Los Angeles neighborhoods using a holistic approach to reduce poverty by ensuring families have access to high quality schools, wrap-around education and technology services, enabling a successful transition from cradle to college and career. Since the 1990’s, YPI has successfully blended multiple funding streams and partnerships to saturate Los Angeles communities with critically needed services. YPI currently operates a $45 million budget and places more than 1,200 staff at 137 service sites to serve over 100,000 participants a year.

The Youth Policy Institute is currently seeking a full-time Administrative Coordinator to support the Director of Research and Evaluation (R&E) and the R&E Department to ensure effective administrative systems.

Responsibilities

  • Support the R&E Director with scheduling and calendars, communication support, and administrative organizational needs.
  • Manage the day-to-day and yearly R&E team calendars with scheduling external and internal meetings, conference calls- and look for ways to increase the R&E’s team’s efficiency.
  • Manage and organize all documents on the Department’s google drive.
  • Support with on-boarding and off-boarding of R&E staff.
  • Support in generating basic data visuals and presentations in Excel, Word and Prezi.
  • Draft, review and edit internal and external correspondence as necessary.
  • Oversee logistics for R&E team meetings, staff retreats or special projects supporting team goals.
  • Take and keep records of meeting minutes and ensure all follow-up tasks are completed. 
  • Work together with the R&E team to build a strong team culture by supporting team on-site with maintaining a welcoming office, staff celebrations and communication. 
  • Support R&E team by providing exceptional customer service to callers and visitors, external partners, local vendors, and staff.
  • Perform general office duties, such as ordering supplies, maintaining records in management database, and filing corporate documents, records and reports.
  • Support grant management system via data entry, records gatherings, system support and administrative follow-up, and updating records and tracking materials.
  • Prepare invoices needed for submission to accounting; follow-up with accounting regarding status of invoices. 
  • Assist employees by answering client inquiries and monitoring customer flow.
  • Operate and maintain office equipment.
  • Research, identify, and bridge resources related to the needs of the community
  • Will be required to travel between work sites to attend trainings, meetings and /or workshops as needed.
  • Work with other administrative Coordinators to support executive team with administrative planning, setting up for meetings, taking and distributing minutes, etc.
  • Handle other duties as assigned.

Qualifications

  • High School Diploma; BA degree preferred.
  • 2-3+ years administrative experience.
  • Exemplary organizational skills and attention to detail required.
  • Ability to make timely decisions and demonstrate good judgment even in the face of ambiguity.
  • Exceptional flexibility, customer service orientation and optimistic approach to overcoming obstacles.
  • Strong written and verbal communication skills.
  • Required proficiency in Microsoft Suite applications, Google Drive. Prezi and data visualization software experience preferred.
  • Bilingual Spanish-English preferred.
  • Punctuality and outstanding attendance critical.
  • Access to reliable transportation to travel between work sites.  If applicable, will be required to present proof of acceptable driving record (current H6 printout), current driver’s license, and proof of liability insurance.
  • Responsibilities involve exposure to sensitive information which requires considerable use of tact, diplomacy, discretion and judgment.

SCHEDULE

Full-time, Monday through Friday.  Some evenings and weekends required.