Community Programs Administrator
2 weeks ago
Benefits:
- 401(k) matching
- Dental insurance
- Paid time off
- Tuition assistance
- Vision insurance
- Wellness resources
This role is essential in enhancing departmental efficiency by acting as a liaison among various teams, staff members, and external partners. The individual will be tasked with maintaining an orderly office environment, conducting research, performing administrative duties, and providing support as required. The Community Programs Administrator ensures the seamless operation of the Mission Programs department by managing all clerical responsibilities. This position will oversee daily operations, serve as a primary contact for both staff and clients, and guarantee that all activities are executed on time to meet established goals.
Key Responsibilities:
- Engage actively in community outreach initiatives and event coordination, including managing general administrative tasks, scheduling activities, and facilitating communication with the public and partners.
- Support the Mission Programs Manager in creating new community initiatives, establishing partnerships, and enhancing existing programs.
- Represent the Mission Programs department in both workplace and public forums.
- Assist with volunteer orientation and scheduling within the Mission Programs team.
- Transport supplies and materials to various locations as required.
- Participate in and support Mission Program services, including pet food pantries, vaccination clinics, grooming events, and outreach activities.
- Prepare for events and ensure meeting spaces are reserved in advance.
- Manage inventory of Mission Programs equipment and supplies, placing orders as necessary.
- Collaborate effectively with other departments to coordinate schedules, secure personnel for events, and recruit volunteers.
- Provide assistance to the accounting team by handling invoices, payments, and receipts.
- Represent department leaders in meetings, taking notes and recordings as needed.
- Act as a point of contact for the Mission Programs department, addressing inquiries from clients and the public, and directing them to the appropriate personnel.
- Compile data and assist with record-keeping to track Mission Program services, generating reports on community outreach.
- Assist with the organization of medical records in compliance with veterinary standards.
- Input data into automated systems, ensuring accuracy and completeness of records.
- Organize materials and records for proper filing in designated systems.
- Draft correspondence, reports, and other documents, ensuring they are free from errors.
- May require availability on weekends and holidays.
- Some remote work may be necessary.
Additional Duties:
- Provide backup support to other administrative staff as needed.
- Perform related tasks as assigned.
Qualifications:
- Exceptional communication and interpersonal skills; bilingual proficiency in English and Spanish is highly preferred.
- Minimum of one year of experience in customer service roles.
- Proficient in Microsoft Office Suite, including Word, PowerPoint, and Excel.
- Experience with business email platforms, such as Microsoft Outlook.
- Familiarity with standard office equipment.
- Able to manage multiple tasks and requests from various individuals and departments.
- Ability to thrive in a fast-paced environment.
- Strong organizational skills with the capability to develop effective systems.
- Valid Florida driver's license with a clean driving record.
- Ability to work weekends and holidays as needed.
- Commitment to providing excellent service to clients and animals.
- Critical thinking skills for sound decision-making.
- Ability to maintain confidentiality and handle sensitive information.
- Effective oral and written communication skills.
- Genuine concern for animal welfare and knowledge of humane care practices.
Physical Requirements:
- Moderate physical effort, including lifting or moving items up to 25 lbs regularly, and occasionally up to 50 lbs.
- Ability to stoop, kneel, bend, and crouch.
- Capacity for walking and prolonged standing.
Other:
- Reliable transportation is required.
- Ability to pass background checks.
- Willingness to perform duties outside of the primary department or at different locations as needed.
- Preference for candidates who are bilingual (English and Spanish).
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