Job Description

JOB TITLE: Support Coordinator

PROGRAM/DEPARTMENT: Administration

SUPERVISOR: Director of Operations

DATE WRITTEN: 10/2017

DATE REVISED: 12/07/2021

Education and Training: High school diploma and at least 2 years of experience required. Bachelor’s degree preferred.

Qualifications and Experience: Two years of experience, preferably in a non-profit setting, with practice in social service resources and referrals, public relations, and presentation/distribution of printed materials. Sound organizational ability, a high degree of energy, creativity, and initiative. Highly developed interpersonal, oral, verbal, written, and listening skills. Able to perform multiple tasks on computer. Knowledge and proficiency in a variety of computer programs (i.e., Microsoft Word, Excel, Adobe) and experience with database management.

Brief Position Summary: The Support Coordinator —under the direction of the Director of Operations—is responsible for the administrative support of The Family Tree Agency. Greet The Family Tree clients and assist with scheduling counseling and education appointments. Maintain filing system and record keeping. Assist the staff in a supportive role to ensure program operations and functions are upheld. Perform other clerical work as assigned. Operate cooperatively as part of a multi-disciplinary team.

Major Duties and Responsibilities:

I. Quality of Work and Initiative/Assessment:

• Maintain accurate records of services for statistical reports in order to generate program reports.
• Answers The Family Tree phone calls and transfers to the appropriate staff member.
• Greets Counseling and Education clients, accepts payment for services, prints certificates, schedules appointment and follow-ups.
• Performs program support tasks such as organize forms; photocopies; files; orders and maintains program materials and educational handouts.
• Performs general clerical functions such as sends faxes; sorts, routes and distributes mail; types material from typed or handwritten copy; prepares correspondence, reports and other documents; responds to emails and voicemails.
• Monitors and maintains required files for program operation and to meet funding source standards.
• Maintains confidentiality and adheres to HIPAA regulations.
• Communicates with other program members to keep staff informed of administrative decisions and matters of policy.
• Schedules conferences and meetings and sets up for staffing, board meetings, education classes, and any other meetings/conferences.
• Performs a variety of administrative tasks such as opening/closing duties, maintaining bulletin board, organizing appointment calendar, screening visitors and telephone calls by answering or referring routine questions.
• Related duties as assigned.

II. Utilization of Time/Planning:

• Attendance at regularly scheduled staff meetings.
• Accept assignments in a professional and constructive manner.
• Operate independently in completing assignments.
• Complete assignments and paperwork on time and with good quality.

III. Knowledge of Job/Decision-Making/Implementation:

• Employ diplomatic problem-solving competencies and communication skills.
• Maintain a strong team orientation, including ability to collaborate with staff and volunteers, provide and accept feedback, and work effectively with diverse groups of people.
• Comply with regulatory and legal requirements as pertains to clients and agency policy.
• Utilization of community resources in efficient and effective manner.
• Promote responsible image in all aspects of community relations endeavors.
• Proficiently operate standard office equipment, including computer hardware and software applications.
• Continually evaluate performance in service delivery in relation to established goals. Propose changes to supervisor to ensure continual improvement in services.

IV. Other Behavioral Factors/Evaluation:

• Maintain strict adherence to confidentiality policy of pertinent records and knowledge of The Family Tree Information, Education & Counseling Center.
• Arrives at work on time and regular, predictable, consistent attendance.
• Willingness to work nights and evenings when appropriate and travel to associated destinations.
• Use sick leave and vacation time appropriately.
• Cooperate well with supervisor and interacts well with other staff.
• Speak positively about the clients and services provided by the agency, refraining from perpetuating negative comments.
• Discuss problems appropriately with supervisor and does not openly criticize administrative decisions.
• Maintain professional distance with clients/constituents and refrain from fostering informal gossip sessions.
• Convey highly professional demeanor and ability to distinguish personal involvement from relationship-building with donors and prospects.
• Assume personal responsibility for ongoing continuing education and professional development.
• Maintain professional affiliations and participate in professional activities in the field.
• Annually complete self-appraisal of work, professional growth, relations with other staff members, and future goals through assessing past performance. Develop plan for upcoming year.

V. Working Conditions:

The Family Tree staff is a team and considers it a responsibility for all staff to extend a welcome and a helpful attitude to all customers, visitors, donors, potential customers, and other staff members.

Primary Work Location: This position will be approximately 90% inbound (e.g., planning, writing, database management, clerical), and 10% outbound (e.g., assistance with outreach and event planning).

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• Health insurance
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift

License/Certification:

• Driver's License (Preferred)

Work Location: In person