SUMMARY

The Office Administrative Coordinator is part of the front desk team. They are responsible for working as a team to oversee front office operations, ensuring smooth daily functions. They manage visitor interactions, maintain equipment, supplies, lobby cleanliness, coordinate volunteer services, and assist with emergency response. Additionally, they handle communication, maintain confidentiality standards, and support various administrative tasks as assigned.

QUALIFICATIONS:

• High School graduate or the equivalent.
• Completion of study from accredited business school/college in the area of secretarial studies or business desirable.
• BA a plus.
• One year of clerical experience.
• Must have excellent customer service skills and be able to handle challenging clients and customers under stressful circumstances.
• Ability to problem solve and complete tasks using independent judgment with speed and accuracy.
• CPR, First Aid, AED certification will be required.
• Fluency of American Sign Language
• Knowledge of Deaf and Hard of Hearing people and American Deaf culture.
• Excellent telephone skills and etiquette necessary
• Maintain and organization skills required in face paced environment.
• Skills with computer, MS word, excel, required.
• Ability to work in a team-oriented, diverse environment is required.
• Ability to handle multiple tasks while maintaining professional and friendly demeanor necessary.
• Comply and maintain office expectations and policies.
• Ability to understand and carry out verbal/written directions.
• Ability to read and write English and knowledge of correct English usage, spelling, grammar and punctuation needed.
• Ability to complete basic mathematical computations.

JOB RESPONSIBILITIES

• Assures office entrance is opened in the morning and locked during lunch hour and at the close of each business day. Assures that the lobby is ready for clients by opening time each day.
• Greets visitors, staff and the general public in a professional, courteous manner. Ascertain nature of business and direct visitor to appropriate department or person.
• Assisting managing and coordinating room rentals
• Works closely with the Executive Assistant to assure that business machines are in regular working order and maintains a contact list of vendors and repairmen.
• Receives calls through multi-line phones using voice systems, and video phone. Take messages and pull messages from the voicemail to distribute to staff in an accurate and timely manner.
• Provides information and referrals upon request and where appropriate. Updates and maintains resource listings for referrals.
• Responds to agency emails in a timely and courteous manner.
• Maintains an access log of clients seeking services, including tracking.
• Works closely with EA on inventory and orders of office and cleaning supplies monthly or as needed.
• Works with director of ACE on compiling service statistics on a monthly basis.
• Coordinates front desk volunteer services, including the recruiting, training, and managing of volunteers. Delegates duties to volunteers to ensure a smoothly operating agency.
• Works with department directors and managers in coordinating organizational volunteers.
• Assists with emergency response and first aid as required.
• Assists Director of ACE on holiday drives and/or events, as well as workshops.
• Ensures front desk coverage during any absences, either by confirming with reliable volunteers or scheduling with DCS staff.
• Maintains confidentiality and privacy standards of client protected health information and other information and material in accordance with agency policies and applicable regulations and laws including HIPAA.
• Assists with revision and replenishment of forms as needed.
• Maintains and update community bulletin boards.
• Assists in communication correspondence with sponsors, donors, and tax letters.
• Performs other duties as assigned by Director of ACE, Manager of CH, or Executive Director

CORE COMPETENCIES:

• Teamwork: I understand and am committed to balancing team and individual responsibilities, maintaining objectivity and openness to diverse perspectives, providing and receiving constructive feedback, contributing to fostering a positive team environment, prioritizing team success, and supporting colleagues in achieving shared goals.
• Interpersonal Skills: I understand and am committed to focusing on conflict resolution, practicing active listening, managing emotions effectively and remaining open to new ideas and approaches.
• Organizational Support: I understand and am committed to following policies and procedures; Completing tasks correctly and on time; Supporting the organization's goals and values.
• Quality Management-- I understand and am committed to looking for ways to improve and promote quality, demonstrating accuracy and thoroughness.
• Communication: I understand and am committed to articulating clearly and persuasively in various situations, actively listening, seeking clarification, responding effectively to inquiries.
• Ethics & Equity-- I understand and am committed to treating individuals with respect and integrity, honoring commitments, inspiring trust, maintaining confidentiality. Demonstrating knowledge of EEO policy; Showing respect and sensitivity for cultural differences; Educating others on the value of diversity; Promoting a harassment-free environment; Building and supporting an equitable workforce.
• Dependability: I understand and am committed to following instructions and responding to management direction promptly, taking ownership of actions and commitments, fulfilling obligations.

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Understands oppression, privilege, and allyship.

Language:

• fluent ASL (Required)

Ability to Relocate:

• National City, CA 91950: Relocate before starting work (Required)

Work Location: In person