Administrative Coordinator

By joining the San Diego Center for Children, you will empower children and families through transformative mental health care and educational services.  Our vision is to inspire a world where children and families live joyful, healthy lives.  We serve over 1,000 people every day - are you ready to make an impact?  

Join us - and work with purpose!  

POSITION BENEFITS

• Team-Oriented, Multidisciplinary Approach
• Ongoing, High-Level Learning and Development Opportunities 
• Culturally Diverse Environment 
• Joint Commission Accredited Organization 
• Comprehensive Health Insurance (Medical, Dental, Vision, Pet)
• Retirement Savings Plan: 403(b) - With Employer Match Up To 3%
• Generous Paid Time Off (Vacation, Sick Leave, Holidays)
• Wellness Programs
• EAP - Employee Assistance Program
• Tuition Reimbursement or Assistance For Continuing Education
• Employee Discounts
• Employee Recognition Program
• Opportunities For Career Advancement
• May Be Eligible For State or Federal Loan Forgiveness Programs For Work With Underserved Populations

SUMMARY

The Administrative Coordinator provides essential operational and administrative support across two functional areas of the organization. This position is equally shared between the Chief Program Officer – Community Programs and the Director of Contracts & Operations, with approximately 50% of time dedicated to each portfolio. The role requires strong organizational skills, attention to detail, and the ability to manage competing priorities across multiple functional areas.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other Duties May Be Assigned)

Section A: Contracts – Director of Contracts & Operations (50% of Role)

Facilities Department – Key Responsibilities:

• Complete the monthly Facilities Safety Checklist to help ensure the Facilities and Maintenance Building remains safe, compliant, and in good working condition
• Perform monthly Vehicle Safety Checklists for all organizational vehicles to verify safe operating conditions and identify maintenance needs.
• Coordinate and support monthly vehicle maintenance activities, including repairs, routine servicing, and tracking of maintenance records.
• Coordinate and document monthly safety drills to help maintain emergency preparedness and compliance with safety procedures.
• Organize and maintain Safety Data Sheets (SDS) to support regulatory compliance and workplace safety standards.
• Provide project support for the Facilities Department, including the improvement of operational systems and assisting with facility improvement projects.
• Support with vendor visits as requested.

Contracts – Key Responsibilities:

• Collaborate with school districts and SDCC programs to thoroughly review Individual Service Agreements.
• Route contracts and obtain required signatures and approvals.
• Keep contract documents organized and readily accessible.
• Track action items and follow up on outstanding or stalled item.

Section B: Programs – Chief Program Officer – Community Programs (50% of Role)

Intern Program & Grants Management:

• Manage intern inquiries, placements, and communication with schools and SDCC supervisors.
• Coordinate school contracts and required documentation.
• Maintain a clear tracker of interns, timelines, and requirements.
• Coordinate intern onboarding, offboarding, and orientation.
• Manage collaboration and training requirements tied to Elevate grants.
• Track grant deadlines, deliverables, and reporting needs (Elevate, SDF, etc.)

Trainings, Events & Meeting Preparation:

• Handle training registration, attendance tracking, CEUs, and participant communication.
• Coordinate logistics including materials, food, and day-of setup and cleanup for meetings and trainings.
• Manage promotion and outreach for trainings as needed.
• Support trainers with CEU documentation, W9s, and insurance coordination.
• Build reusable checklists and templates to streamline recurring training processes.
• Draft and send routine communications related to trainings and coordination activities.

Calendar & Scheduling Support:

• Manage scheduling and help prioritize meeting requests for the director.
• Protect director time by flagging conflicts or low-priority meeting requests.
• Coordinate meetings and maintain visibility on key deadlines and commitments.
• Prepare and organize materials for key meetings as needed.

Systems & Organizational Support:

• Create and maintain trackers for interns, grants, events, and related activities.
• Develop templates and simple processes to reduce repetitive administrative work.
• Identify inefficiencies and help implement improvements to administrative workflows.

Other:

• Fulfill training requirements and goals for professional development.
• Develop and/or maintain community and professional linkages in order to meet program objectives.
• San Diego Center for Children may redeploy staff as needed to ensure operational needs are met for the safety of our organization, youth and staff. SDCC may be required to modify work schedules, job duties/functions or assignments as needed with minimal to no notice.
• Other duties as assigned 

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities. The Administrative Coordinator works collaboratively under the joint direction of two supervisors and is expected to communicate proactively with both directors regarding workload, priorities, and any conflicts in scheduling or assignments.

LANGUAGE SKILLS 

Ability to read, analyze, and interpret medical records, journals, reports, and legal documents; Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community; Ability to effectively present information to management and public groups 

REASONING ABILITY  

Ability to read, analyze, and interpret medical records, journals, reports, and legal documents; Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community; Ability to effectively present information to management and public groups 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hand to finger; or feel; reach with hands and arms; and talk or hear. Due to the emotional instability of the clients the employee may be subjected to kicking, hitting, punching, biting, hair pulling, etc.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually moderate. Most services will be provided in or near the homes of the families we serve.  Employees are considered essential service providers and will be expected to work with families in need during pandemics or natural disasters. 

DIVERSITY STATEMENT 
The San Diego Center for Children is committed to:  

• Actively recruiting, retaining, and supporting diverse staff at all levels of the organization.
• Ensuring that diverse perspectives are included in the development and implementation of policies, practices and services, and that individuals feel empowered to advance our mission within an atmosphere of trust, safety, and respect.
• Encourage and provide access to professional development in order to deliver equitable and culturally informed services to the population we serve.  

MINIMUM REQUIREMENTS:

• Valid Driver’s License 
• High School Diploma, GED, or Equivalent Education
• Minimum 2 years of Administrative or Office Support Experience
• Strong organizational skills with ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
• Ability to work independently and collaboratively across multiple teams and supervisors

PREFERRED REQUIREMENTS:

• Associate’s or Bachelor’s Degree Preferred
• Experience in a nonprofit, healthcare, or social services setting
• Familiarity with contract management, grants administration, or intern coordination
• Experience with scheduling, event coordination, or facilities administration
• Bilingual in English and Spanish

Salary : $22 - $24