Department: Operations Date Prepared: 10/25/2023

Prepared by: Rossi Summers Reports to: Chief Operating Officer

FSLA Status: Full-Time, Exempt

Summary of Position
The Office Administrator ensures that the office operates smoothly and efficiently, by organizing
and coordinating administration and procedures to ensure organizational effectiveness, efficiency,
and safety and to create an organized, pleasant environment for staff and guests. At the Coalition,
the successful Office Administrator is an energetic professional who:

• Doesn't mind wearing multiple hats.
• Is experienced in handling a wide range of administrative duties and work independently.
• Is a self-starter, a problem solver, and passionate about helping others.
• Is well organized, flexible, and enjoys the administrative challenges of supporting an office of

diverse people.

This position is based out of the Coalition’s offices at 1750 S. Brentwood Boulevard, Brentwood, MO
64144 and works in the office 100%.

Essential Functions & Responsibilities
• Creates an office atmosphere that is welcoming and hospitable, greeting visitors, answering

incoming phone calls, and directing them to relevant staff, and delivering excellent customer
service to staff and clients.
Serves as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and
errands.

• Ensures office operations and procedures are organized and standardized, written, and verbal

• Partners with HR to create and/or maintain office policies and orientate new hires.
• Provides documentation and staff training regarding agency operations.
• Coordinates with IT office equipment needs, fulfillment, and maintenance.
• Manages relationships with vendors, service providers, landlords, and facilities management.
• Assists with various financial and budgeting tasks.
• Establishes and implements procedures for document protection, retention, retrieval, and

effectively with individuals regardless of race, religion, gender, gender identity and expression,
national origin, sexual orientation, age, disability, and socioeconomic status.

• Is receptive and responsive to training, coaching, supervision, and feedback; works well in team

• Responds to communication from staff, clients, and professionals in a timely manner.
• Participates in team and agency meetings and/or individual professional consultations. The

timely manner as required by the funder and/or the Foster & Adoptive Care Coalition. This
includes but is not limited to Salesforce.

to families, organizing childcare and meals for training/support groups, etc.

• Supports the Coalition’s mission – attends special events, training events, and other “all hands-on

deck” activities.
Qualifications & Requirements Education

• Bachelor’s degree preferred

Experience, Skills & Qualifications

• 5 years’ work experience in an administrative/office management role,
• Proficient in Microsoft Office, including Outlook, Word, and Excel.

Additional Skills/Competencies necessary to carry out services to the service population’s culture
and socio-economic characteristics

• Requires an understanding of diversity (racial, ethnic, religious, socio-economic, etc.) as well as

• Stresses a respect for the confidentiality of the children and families the organization serves.
• Requires a clean criminal history.
• Behaves with integrity, demonstrates high ethical standards, and displays a positive image of the

Organizational Relationships/Scope
• This position reports to the Chief Operating Officer. Collaborative consultation will be sought from

all teams.

Working Conditions
Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing
employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to
this requirement in accordance with applicable law. Applicants should be aware that for external-facing

• COVID-19 safety precautions outlined by the agency must be followed.
• This position entails work in the community and office.
• While performing the duties of this job, the employee is required to communicate effectively.
• The physical requirements of this job include sitting, standing, walking, climbing stairs, lifting up

to 25 lbs., pulling and/or pushing on occasion.
Use of automobiles for local travel to multiple sites may be required.

• The Coalition office is considered home-base with primary office hours Monday-Friday 8 AM –

• This position requires flexibility. Evening and weekend hours may be required to meet the

Agency Shared Values
Employees of the Foster & Adoptive Care Coalition agree to hold themselves and colleagues to the
following values:

• Equity: We insist on fairness and respect. We are deliberate in ensuring everyone has safety,

• Family: We are family. We are connected and support one another in meeting the needs of our

• Diversity: We celebrate differences and harness the power that diversity brings. Every viewpoint

• Innovation & Excellence: We are intentional about knowing better and doing better, using

• Inclusion: We respect, leverage, and engage everyone’s unique strengths and talents so each

• Integrity: We are an agency built on integrity, maintaining a culture of trust, respect, transparency,

• Courage: We stand up for each other and what is right for our clients and stakeholders with truth,

• Teamwork & Collaboration: We develop and maintain authentic relationships by being flexible

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by
employees assigned to this classification. They are not intended to be construed as an exhaustive list of
all responsibilities, duties and skills required of employees assigned to this position.