Administrative Coordinator

ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our “promote from within” culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

JOB SUMMARY: The Administrative Coordinator provides high-level administrative support to the Director of Women and Family Shelter Programs, to include the Hypothermia program as well as the Sr. Program Manager of Harriet Tubman and St. Josephine Bakhita. All tasks and projects require the exercise of independent judgment, a keen sense of responsibility, confidentiality, and commitment to the welfare of the organization in completing projects.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Provides office administrative and clerical support that includes, but not limited to telephone coverage, scheduling, document copying, collating, filing, etc., for Senior Program Manager and staff.
• Prepares, proofreads, and produces reports and program correspondence. Assists with the data entry process, the collection of statistical information. Assist the Senior Program Manager with the orientation for new staff hires, oversees programmatic onboarding process and leads onsite orientation for new staff volunteers and interns. Maintain a credentialing system for staff required training and clearances.
• Point of contact with program staff, management, and all levels of administration to ensure effective communication and dissemination of information from the program.
• Attend meetings, records meeting minutes, maintain sign-in sheets, and produce final meeting minutes. Maintain an electronic archive and distribute information as needed.
• Develop and maintain tracking systems to monitor critical incident reports, program audits, and programmatic goals, outputs and outcomes. Analyze trends and prepares reports for Sr. Program Manager and Operations Manager.
• Assist the Director of Women and Family Shelters administrative management needs across the District of Columbia’s women’s low barrier and hypothermia shelter contracts.
• Enter all Unusual Incident Reports (UIR) to Catholic Charities UIR database and files incident reports within the required timeframe.
• Tracks and summarizes UIR reports monthly by type and number of UIR to inform programs of trends in UIR.
• Processes purchase order requisitions in ReQlogic system across several programs as instructed by supervisor
• Tracks staff completion of agency and contract required training and collects Certificate of Completion from staff.
• Manages annual and biannual renewal requirements for program staff as well as maintaining records for compliance.
• Tracks email and user account forms to ensure staff have access.
• Point of contact regarding facility issues and internal and external contractors.
• Perform other job-related duties as assigned.

EDUCATION and EXPERIENCE:

• High School Diploma or equivalent.
• Three years' experience in administrative services.

SKILLS and COMPETENCIES:

• Knowledge of or ability to learn Prophix financial software system.
• Expert knowledge of Microsoft Office Suite software.

Compensation Package:

• Medical, prescriptions, dental and vision insurance
• Retirement savings plan with company match
• Company-paid and supplemental life insurance
• Flexible spending accounts
• Paid vacation, sick and personal leave
• 11 paid holidays
• Professional development and training
• Tuition reimbursement
• Employee referral bonus program