Office Coordinator

Front Desk & Customer Service Duties. 

Operate front receptionist desk for the main office and answer, screen and forward all calls to appropriate office staff in a timely fashion; record all pertinent data on incoming calls; timely submit phone messages to office staff; schedule appointments; professionally and kindly greet persons entering the main office, determine nature and purpose of visit, and direct or escort them to specific destinations; hear and resolve complaints from customers and public; analyze data to determine answers to questions from customers or members of the public; provide information about CTFF, such as the purpose of the CTFF and its purpose and goals in the community; keep a current record of office staff members' whereabouts and availability; collect, sort, distribute and prepare mail, messages and courier deliveries; process and prepare memos, correspondence, or other documents as requested; assist with filing and maintaining office records; maintain office equipment, such as ensuring all machines are filled with paper for the day and replacing toner; and order general office supplies, as needed. (Performs approximately 30% of the day)

Office Operations

Manage and maintain the overall office environment, ensuring it is clean, organized, and well-stocked. Oversee office equipment, and supplies and making necessary arrangements for repairs or replacements. Order office supplies, order new items as necessary, and maintain an organized inventory system. Manage office room reservations for internal office and external community use. (Performs approximately 30% of the day)

Provide Administrative Support to Directors

Perform various administrative tasks assigned by the directors; as directed, prepare agendas and make arrangements for committees, board of directors, and other meetings; conduct research, compile data, and prepare papers for consideration and presentation by department directors, committees and the board of directors; manage and maintain the executive director’s schedule; regularly review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. Support in ordering meals for meetings and maintaining snacks and drinks in the main conference room. (Performs approximately 20% of the day)

Perform Other Duties as Assigned.

Develop specific goals and plans to prioritize, organize, and accomplish your work during the workday; perform duties such as keeping the reception area neat and clean; attend and assist with company functions and events as needed; and perform other duties as assigned.  (Performs approximately 20% of day)

An associates degree preferred and/or minimum of 2 years related work experience in general office or clerical field; knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology, including answering phones and taking messages for office staff; knowledgeable in delivering outstanding customer and personal service, such as assessing needs of staff and the public while meeting quality standards for services; knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; be able to communicate clearly in English; ability to maintain a high level of accuracy in preparing, recording and entering information; demonstrated excellent interpersonal, verbal, listening and written skills; team building skills; analytical and problem solving skills; decision making skills; attention to detail and high level accuracy; stress and time management skills; computer skills including the use of Microsoft Word, Excel, and Outlook for email proficiency; effective organizational skills; this position requires the employee to maintain personal automobile insurance with minimum Bodily Injury Liability limits of $100,000 per person and $300,000 per accident for any work-related driving; able to work in a fast-paced work environment; possess a high degree of trustworthiness; have an ability to actively look for ways to help people; respect and sensitivity for others; excellent customer service skills; flexibility and sound work ethic. 

The California Teaching Fellows Foundation is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or veteran status.

This employer participates in E-Verify and will use E-Verify to confirm employment eligibility for all newly hired employees.

If you require accommodation due to not being able to perform one or more of the essential job functions for the position, please review our CTFF ADA and Essential Functions Document before applying and contact us at Apply@ctff.us to discuss accommodation options. We are committed to ensuring that all qualified individuals have an equal opportunity to participate in the application process and to perform essential job functions with reasonable accommodation.
Please review the ADA and Essential Functions Document before applying:
CTFF ADA and Essential Functions Document - Office Coordinator

Salary : $22