Administrative Coordinator

Description

Summary:

 The Administrative Coordinator is a vital member of the office team. This position requires proficiency in both English and Spanish languages. This position staffs the front desk/reception area, manages incoming phone calls, incoming postage and has first-level contact with clients and constituents to determine their service needs, and then links clients with direct services, or may suggest external resources such as other community-based services. This position is responsible for training, and supervising volunteers at the front desk to answer phone calls and greet clients. In addition, the Administrative Coordinator represents Catholic Charities’ public face and is essential in maintaining a professional and positive image of the agency. As the first and sometimes primary contact, the Administrative Coordinator provides information to the public, donors, potential donors, parishes, Board Members, etc., regarding Catholic Charities and its services. This position is for the Oakland office, with occasional travel to Richmond and Concord.

Responsibilities:

• Serve as first point of contact (in-person and over-the-phone) for all visitors to Catholic Charities East Bay 
• Provide information and referral for telephone and walk-in inquiries: phone calls are high-volume and require a deep knowledge of agency services and external resources
• Collect basic client information and maintain Information and Referral records in Salesforce 
• Advise clients of program eligibility requirements, screen callers before intake into a housing services or immigration program. Work closely with programs to insure a seamless transfer between initial call and program intake staff
• Manage and coordinate the administrative duties of the front office, including mail handling and supplies ordering.
• Volunteer program management: train and supervise volunteers to provide information and referrals at the front desk
• Implement procedures on central intake, internal referrals, fee collection (as appropriate) and other procedures relevant to the front desk
• Share information with staff related to office status, including closures and updates.
• Provide support for program and administrative teams working remotely.
• Assist with special projects and other duties as assigned.

Core Competencies:

• Highly effective communication; demonstrates a fundamental respect for the dignity of others. Works collegially and is a proven team builder. Inclined to coach and teach in order to improve knowledge and ability of others but holds people accountable for results.
• Creative thinker, capable of seeing potential in creating new relationships to expand programs that are mission aligned.
• Understands and values quality improvement; Able to effectively address overlapping projects and deadlines. Adaptable and reliable in face of conflict, crisis, or changing priorities.
• A demonstrated commitment to diversity and inclusion; valuing a diversity of perspectives and encouraging contributions by all team members.
• Ability to thrive in a flexible, fast-paced, accredited, and growth-oriented environment while maintaining a positive solution-oriented approach.
• 5 days in office

Qualifications

Qualifications/Requirements:

• BA preferred or University level education equivalent from other countries. Work experience in lieu of degree will be considered.
• Required -  fluent in spoken and written Spanish with the ability to explain complex ideas in simple terms in English and Spanish, Tagalog, Mandarin, French and other languages preferred as well
• 2 years of providing administrative support in a professional office environment.
• Professional technology skills including Microsoft Word, Excel, and PowerPoint, Adobe Acrobat, and database software. Ability to scan, edit and create pdf files and experience with shared drives and cloud folders.
• Ability to prioritize across multiple types of work and coordinate the work of others.
• Customer Service Oriented

Salary : $25 - $27