Youth Policy Institute

Administrative Program Coordinator - EXL

US-CA-Hollywood
Job ID
2017-2838
# of Openings
1
Category
Administration
Job Type
Regular Full-Time

Overview

The Administrative Program Coordinator will be responsible for administrative support and coordination of travel and meeting arrangements, preparing reports, customer relations, and tracking paperwork for Payroll, Accounting, and Purchasing. Individual must possess strong computer and internet research skills, the desire to thrive in a fast-paced environment and be an independent thinker. This position interfaces with internal contacts at all levels of the organization as well as a diverse group of important external callers and community-based organizations. Provide a wide variety of skilled administrative and clerical support for the Director and other department management staff. Responsibilities may include but are not limited to:

Responsibilities

  • Provide comprehensive administrative support to Leadership Team.
  • Responsible for internal program calendar and scheduling for the Director.
  • Perform general office duties such as ordering supplies, maintaining records in management systems, answering phone calls, filing documents and records, submitting check requisitions and distributing checks, reviewing and submitting timesheets.
  • Use the following computer programs: Microsoft Office Excel, Microsoft Office Word, Microsoft Office PowerPoint, and Google documents.
  • Gather information for updating documents and publications.
  • Support receptionist with lunch coverage as needed. Answer and screen telephone calls on a centralized telephone system, answer inquiries (frequently will need to answer inquiries in Spanish for our monolingual patrons), respond to concerns, and refer callers to staff as appropriate. Provide information about establishment such as location of departments or offices, employees within the organization, or services provided.
  • Maintain a scheduling calendar for use of conference rooms and facilities.
  • Coordinate special orders, last minute purchases; Receive, sort and distribute office supplies.
  • Prepare and/or edit meeting minutes, presentations, memos, letters, agendas, reports and data.
  • Responsible for coordination of logistics for all department level meetings & retreats, support with note taking, prepare and/or edit meeting materials; responsible for set-up at all department level meetings.
  • Train staff on use and navigation of Google Drive and calendar.
  • Oversee document retention system processes & maintain records inventory.
  • Coordinate pickup and drop-off of meeting materials for off site meetings.
  • Support in maintaining and updating shared Google Drive folders.
  • Update department birthday calendar and coordinate birthday decorations.
  • Respond to inquiries (email/voice) from various staff and partners regarding the program/grant within 48 hours of receipt.
  • Maintain and update all program/grant documents (hard and soft copies).
  • Liaise with partners, vendors, grant program officers, participants, and other staff.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Responsible for scheduling and coordination of interviews, when needed.
  • Refer routine matters to appropriate parties for action and follow up to ensure proper action is taken.
  • Coordinate and make notifications and arrangements for conference travel reservations and appointments.
  • Operate and maintain office equipment.
  • Interface with administrative staff from within or outside the organization.
  • Will be required to travel between work sites to attend trainings, meetings, etc.

Qualifications

  • Bachelors 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. 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.

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