Apr 04, 2018

Front Office Coordinator

  • Youth Policy Institute
  • Los Angeles, CA, USA
Administration / Clerical Youth services

Job Description

Overview

The Front Office Coordinator will serve as a point of entry for clients at the Beverly Center and will assist with office and program support.  Responsibilities will include general office duties including making meeting arrangements, requisitioning supplies, maintain center program calendar, community resource board and community resource flyers current and relevant to programs and community needs. The Front Office Coordinator will participate in appropriate trainings, Administrative Assistant meetings and ensure he/she is knowledgeable of agency wide departments and programs and support with access and successful linkage to internal agency supportive services.  Responsibilities may include but are not limited to:

Responsibilities

  • Responsible for maintaining center program calendar, community resource board and community resource flyers current and relevant to programs and community needs.
  • Be knowledgeable of agency wide departments and programs and support with access and successful linkage to internal agency supportive services.
  • Keep common work space area neat and organized.
  • Maintain a professional attitude, confidentiality, and respect for cultural differences.
  • Perform general office duties, such as submitting facility tickets, maintaining office equipment, ordering supplies; follow-up with pertinent department regarding status of submissions.
  • 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.
  • Greet visitors entering establishment, determine nature and purpose of visit, and directs or escort them to specific destinations.
  • Provide information about establishment such as location of departments or offices, employees within the organization, or services provided.
  • Maintains a scheduling book for use of conference rooms and facilities.
  • Receive, sort and distribute mail, and mail out requested information as needed.
  • Use the following computer programs:  Microsoft Office Excel, Microsoft Office Word, Microsoft Office PowerPoint, Google Drive and Dropbox listed.
  • Operate and maintain office equipment.
  • Distribute payroll checks to employees and follow sign out procedure.
  • As needed, assist with clerical tasks to include typing, filing, proofreading and data entry.
  • Research, identify, and bridge resources related to the needs of the community.
  • Attend staff meetings and professional development trainings and/or workshops as needed.
  • Welcomes and assists all guests.
  • Participate in program related events when needed. Handle other duties as required.

Qualifications

  • High School diploma required, Bachelor’s degree in social work, education, or related field highly preferred; commensurate work experience in this field may substitute for education requirement.
  • Bilingual English/Spanish required.
  • 2-3 years’ experience in a non-profit or school setting preferred.
  • Experience in collecting, inputting and analyzing qualitative and quantitative data to drive program results.
  • Experience working with community partnerships and collaborative.
  • Professional demeanor and strong interpersonal skills.
  • Strong verbal and written communication skills.
  • Ability to work with various stakeholders such as administrators, teachers, parents and students.
  • Caring, positive, empathetic attitude and mindset.
  • Self-starter, organized and detail-oriented.
  • Ability to effectively work both independently and in a team environment.
  • Ability to multi-task, meet strict deadlines and work under time pressure.
  • Experience working with individuals of diverse ethnic backgrounds.
  • Familiarity working with similar population as service area.
  • Must be able to work a flexible work schedule (some weekends and/or evenings are required).
  • Punctuality and outstanding attendance critical.
  • Exceptional computer skills, proficient using Microsoft Office (Word, Excel, Access, PowerPoint) and Google Platform.
  • 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.
  • Must pass a criminal background check (Livescan fingerprinting) prior to beginning employment.
  • Must present proof of negative Tuberculosis skin test (Mantoux) prior to beginning employment, dated within 60 days prior to hire date.
 

Title / Level of Responsibility

Coordinator

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