Job Title: Administrative Coordinator
Reports To: Administrative Manager
Location: San Francisco
Compensation: $30-$31 per hour, DOE, plus an excellent benefits package
Classification: Non-exempt, full-time position (40 hours/week)
Schedule: Monday-Friday, 8:30am-4:30pm, and occasional weekends for events
Date: June 13, 2024
To Apply: Please submit your resume and cover letter via https://fccenters.org/employment/. Account creation to submit a resume is not required.
Benefits Package:
100% employer-paid Kaiser Platinum Medical Plan, Vision, Dental, Acupuncture, & Chiropractic
Pays 50% of eligible employee’s children/dependent premium cost
Vacation accrual starts at up to 10 days year one, up to 15 days year two, up to 25 days year six
14 holidays paid time-off including winter week holiday break
Paid sick and bereavement leave
403(b) retirement plan with up to 3% employer contribution
Annual hiring anniversary bonus
Professional development
PLUS: Paid lunch break, medical Flexible Spending Account, Employee Assistance Program, staff appreciation, team building events, and a great work environment
Position Overview:
The Administrative Coordinator is a key member of Family Connections Centers’ (FCC) Admin Team. The position leads the agency’s admissions, enrollment, and administrative duties and supports finance and HR-related tasks. This role requires excellent organization, project management skills, and attention to detail.
About Family Connections Centers:
Family Connections Centers’ (FCC) mission is to support the development of strong, healthy families and thriving communities. We create opportunities for people of different backgrounds to work together cooperatively, sharing cultures, values, knowledge, and resources. We offer an array of interconnected, participant-driven programs that include early childhood education, family support, and K-5 education. Visit fccenters.org to learn more.
Primary Responsibilities:
Administrative/Admissions
Lead the agency’s digital and paper enrollment processes including the coordination of enrollment materials, facilitation of enrollment meetings and trainings, and tracking of enrollment status and payments
Liaise with program partners to ensure timely resolution of form submissions, questions, etc. (Children’s Council, Wu Yee, CareConnect, etc.)
Establish and maintain strong partnerships with local schools, libraries, contractors, and community partners
Assist participants with the admissions process including preparing, collecting, and filing paperwork and digital forms and taking payment for programs
Maintain enrollment systems and processes such as Form Assembly, enrollment email templates, DocuSign, CardPoint, program waitlists, participant enrollment log, and program payment log
Create and generate required reports and requests for documentation
Distribute up-to-date, accurate information to current and prospective participants; provide tours as needed
Order, receive, maintain inventory, and distribute program and facility supplies; interface with staff regarding orders
Ensure FCC’s facilities and supplies are always accessible and presentable; maintain orderly upkeep of lobbies, office storage, and shared areas; keep bulletin boards and lobbies updated with current outreach materials
Recommend and implement office process and system improvements to increase efficiency and resolve problems
File documents, maintain and improve systems for organization and archiving
Sort and distribute incoming mail and deliveries, support outgoing mail needs
Administrative support to the Executive Director and assist in the coordination of Board of Directors meetings
Maintain staff meeting schedule and calendar invitations and prepare and distribute staff meeting minutes
Assist with data entry, ensure consistency and accuracy in data, conduct quality control on data processes, and assist in creating effective data reports
Provide telephone and in-person translation support and general customer service
Assist with community and outreach events
Finance
Prepare payment/deposit logs and make bank deposits
Make payments, print, and mail/distribute checks to vendors
Manage petty cash
Complete expense allocation spreadsheet
Human Resources
Track, log, and communicate recertification requirements and training log
Support employee onboarding processes, including distribution of information and staff training
Assist staff with payroll setup and timesheet entry
Perform other duties as needed or requested by the supervisor
Qualifications:
Bilingual English and Cantonese or Mandarin strongly preferred
Bachelor’s degree preferred
Minimum 2 years of work with administrative duties in a professional office setting
Skilled in Office 365 and the MS Office Suite, typing speed 50+ wpm, and proficient with office equipment
Experience with Salesforce, Form Assembly, DocuSign, and CareConnect preferred
Experience with program enrollment process for Pre-K and school-age
Familiar with Children’s Council and Wu Yee subsidized process
Skills and Knowledge:
Professional ethics of confidentiality, discretion, and good judgment
Strong critical thinking, flexibility, resourcefulness, attention to detail, decision-making, and problem-solving abilities
Excellent verbal, written, and interpersonal communication skills, including listening skills
Ability to manage multiple projects simultaneously while staying on track for individual project details and deadlines
Demonstrated cultural sensitivity, experience working effectively in diverse communities of staff and participants, and knowledge of San Francisco’s diverse community and learning styles
Collaborative and self-directed, with the ability to work well in teams and independently
Keen sense for safety, security, and ergonomics
Stay updated on CPR/First Aid, Mandated Reporter, Pesticide training, Workplace Harassment, and Vaccinations
LivesScan Clearance and physical health/TB clearance required to be maintained throughout employment
Work Environment:
This position will be based out of our Portola and Excelsior center. This job operates in a professional office environment with Pre-K and Afterschool Programs on site. Work scheduled weekdays, Monday-Friday, with occasional evening/weekend work to support community events. This role routinely uses standard office equipment such as computers, phones, fax machines, photocopiers, and filing cabinets.
Physical Demands:
While performing the duties of this job, the employee is regularly required to talk, hear, walk, stand, bend, kneel, and crouch. The employee must lift and/or move items over 25 pounds and on occasion may require lifting/carrying a child or object up to 50 pounds. This job requires extended periods of time at a computer. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
COVID-19 Vaccination Requirements:
All employees are expected to be fully vaccinated, including current/available booster shots based on CDC recommendations. Any candidate unable to be vaccinated due to a sincerely held religious belief or a medical condition will be asked to provide documentation to determine if reasonable accommodation can be provided.
Family Connections Centers is an equal-opportunity employer that values diversity, inclusion, and respect. We welcome and strongly encourage applicants from all backgrounds. All qualified applicants will be considered for employment.
