Administrative Coordinator

Catholic Charities Of The Diocese Of Oakland • Full-time • Oakland, California • 6d ago

Description

Position 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. 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 Concord and Richmond.

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 or other required database or client management systems
Advise clients of program eligibility requirements, screen callers before intake into a applicable Catholic Charities East Bay programs.
Works closely with programs team to ensure a seamless transfer between initial contact and program intake staff
Manage and coordinate the administrative duties of the front office, including answering the front door, handling mail and deliveries, and ordering supplies.
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 in office and remotely.
Assist with special projects and other duties as assigned

Deliverables:

Policies and procedures for front desk duties are upheld and re-vamped as needed
Calls and walk-ins are logged in Salesforce accordingly and all appropriate data is accurately captured
Mail and deliveries are timely and properly logged, sorted, and distributed to appropriate staff and departments

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.

Qualifications

Education

High School Diploma or GED required. Some college education preferred. High School Diploma or education equivalent from other countries may be considered.

Experience

At least 1 year of experience providing administrative support in a professional office environment.
Must be fluent in spoken and written Spanish with the ability to explain complex ideas in simple terms in English and Spanish
Data entry and reporting with software. Experience supervising and training multiple volunteers in administrative tasks preferred.
Ability to prioritize across multiple types of work and coordinate the work of others.

Independent Judgment

High level of independent judgment required.

Computer Skills

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.