Administrative Coordinator

POSITION TITLE: Administrative Coordinator
POSITION TYPE: Full Time (40 hours); non-exempt
PAY RANGE: $23-$27/hr
REPORTS TO: Operations and HR Manager
HOURS:

• Hours: 9 am - 5 pm, with some evenings and weekends
• Days: Monday to Friday; some weekends; flexibility is required

LOCATION: Hybrid remote schedule. This position requires travel to the SF main office (870 Market Street, Suite 928 San Francisco, CA 94102) 2 days per week and additional days as needed.

BENEFITS:

• 60% Employer Paid Medical: Kaiser HMO or Blue Shield PPO
• 60% Dental, vision, life & long-term disability coverage; EAP
• Over 25+ days of PTO, including: vacation days, sick days, and major holidays
• Health and Dependent Care FSA, Commuter Check, and 403(b) options available
• Ongoing access to MHASF continuing education and skill-building workshops- all training time paid

ABOUT THE MENTAL HEALTH ASSOCIATION OF SAN FRANCISCO (MHASF)

MHASF is a mental health peer-run nonprofit located in downtown San Francisco and serving people and agencies across the Bay Area since 1947. As mental health consumers ourselves, we center the lived expertise of people with mental health challenges in our advocacy, education, and support programs, and believe that dignity and recovery in mental health are something everyone can experience. Our staff are dedicated to creating spaces for learning and healing around stigmatized and under-resourced areas in mental health-hoarding and cluttering behavior; post-hospitalization peer support; mental health and nutrition; peer mental health workforce development, and much more.

OVERVIEW OF POSITION

The Mental Health Association of San Francisco seeks an enthusiastic, highly organized, and detail-oriented administrative coordinator, with exceptional communication and problem-solving skills to handle office duties and admin-related operations. In this role, you will serve as the first point of contact and field interdepartmental communications, perform general office and clerical tasks, respond to communications, and oversee all administrative tasks. The ideal candidate will have a working knowledge of standard operating procedures regarding office administration. This is to ensure efficient and smooth information workflows, effective office and record management, and administrative support using digital, electronic, and paper based filing systems, and overall organizational administrative functions and operations.

TOP 3 RESPONSIBILITIES

• Provide general administrative and clerical support including receiving and sorting mail and deliveries, preparing and sending packages, ordering office supplies and other order requests, scheduling and calendar coordination, tracking and maintaining facilities, technology, and other assets , coordinating office equipment maintenance and maintaining, and ensuring a professional and organized office space
• Maintaining a centralized office filing system, office supply and technology equipment inventory and tracking, prepares and submits or processes administrative requests and documents
• Receive and forward communications, and office guests to different staff and departments

GENERAL RESPONSIBILITIES

• Handling basic office duties, such as answering phones and checking general phone voicemail and email inbox and forwarding messages to appropriate personnel
• Communicates with building facilities management to address problems and questions
• Serves as liaison with IT staff and support for office equipment and technology equipment management and maintenance
• Builds positive relationships with agency vendors and services as first point of contact for vendors
• Updates and maintains critical agency records, such as emergency contact lists, staff directories, and compliance documents and documents missing processes and procedures
• Seeking out and implementing cost savings including improved vendor contracts
• Creation of Zoom, Asana, SRFax and Slack user accounts
• Collaborates with staff to anticipates supply needs for purchases and distribution
• Account creation and maintenance of platforms used agency-wide
• Takes notes at staff, manager and Board of Director meetings and archives proceedings
• Responds to and communicates administrative issues and challenges in a timely manner
• Assists in the logistics of staff trainings, activities, and events
• Responding to questions from employees, vendors, funders, contractors and clients
• Assisting with special projects as needed

As job descriptions cannot be exhaustive, the above list of responsibilities is intended to provide a general overview of duties to be assigned and in no way is a comprehensive list of position duties and responsibilities.

POSITION QUALIFICATIONS & SKILLS

• Commitment to upholding the mission and values of MHASF
• Familiarity with the recovery movement, peer support model, and Bay Area resources
• Bachelor's degree or equivalent work experience
• 2 to 3 years of professional experience in the administrative support field
• Excellent written and oral communication skills; ability to organize and present complex information in a clear, accurate and concise manner
• Professional-level computer skills and experience working with modern online collaborative tools such as Office 365, SharePoint, Slack, Asana and/or other web-based applications
• Demonstrated ability to move projects forward, organize information, and support staff for successful and timely completion
• Demonstrated ability to organize, prioritize and coordinate work involving a wide variety of tasks, projects, and teams
• Take initiative and work independently and collaboratively in following through on assignments
• To gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds
• Work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures
• Appropriately handle confidential information

SUCCESFFUL ATTITUDES & WORK APPROACHES

• Highly organized and resourceful, attention to detail, ability to multi-task and manage time well to accomplish all key tasks and deadlines
• Willingness to learn and support others, take, and provide constructive feedback, and adjust communication and behavior
• Affirmative and accepting towards people from diverse backgrounds and experiences
• Experience taking initiative to self-educate about unfamiliar subjects or concepts

EQUAL OPPORTUNITY EMPLOYMENT STATEMENT

Mental health challenges can affect anyone at any time, regardless of identity or background, and consequently the communities we serve are highly diverse. As a peer-run organization, we also recognize the importance of lived experience as an irreplaceable form of expertise and as a basis for building trust and providing effective services. We welcome and strongly encourage people from historically marginalized and economically disadvantaged groups, including people who identify as disabled or neuro-divergent, to apply to work with us.

MHASF is committed to providing equal employment opportunities to all qualified applicants for employment and does not discriminate on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender or gender identity, gender expression, age, sexual orientation, military or veteran status, or any other factor not related to ability to successfully fulfill the requirements of the position.