Administrative Coordinator

1 week ago

San Francisco, California, United States Family Connection Center Full time

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

Date:
June 13, 2024

Benefits Package:

  • 100% employerpaid 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 timeoff 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 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
  • Create and generate required reports and requests for documentation
  • Distribute uptodate, 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 inperson 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 schoolage
  • 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, resourcef

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