Administration Operations Coordinator

Easterseals Southern California•Pasadena, CA

2d•$22

About The Position

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities. Starting pay: $22.12 per hour OVERVIEW OF POSITION: The Administrative Operations Coordinator provides administrative and operational support to the Vice President, Living Options and the department. The role supports efficient daily operations and assists with planning, coordination, and compliance activities across the Living Options service line. The coordinator partners with internal and external stakeholders to facilitate facilities, financial, and departmental initiatives, helping ensure organized, compliant, and effective operations. In all responsibilities, the position demonstrates a strong commitment to ESSC’s mission and values by supporting a high‑quality, person‑centered service environment.

Requirements

High school diploma or national equivalent required.
3 years of administrative, office operations, or facilities coordination experience, or an equivalent combination of training, education, and experience to perform the job successfully.
Working knowledge of office administration practices, equipment, and procedures.
Proficiency with Microsoft Office applications (Outlook, Word, Excel) and the ability to create reports, spreadsheets, and maintain databases including strong Excel skills and comfort working with numbers, data, and spreadsheets.
Strong organizational and multi‑tasking abilities, with the capacity to manage competing priorities in a fast‑paced environment.
Effective oral and written communication skills, with the ability to work cooperatively and professionally with associates, leaders, vendors, and external partners.
Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
Ability to work both independently and as part of a team; takes initiative, anticipates needs, and follows through on assignments.
Strong problem‑solving and analytical skills; ability to address routine operational challenges and identify opportunities for improved efficiency.
Customer service orientation with a professional, respectful, and responsive approach to all interactions.
Flexibility and adaptability to shifting priorities, department needs, and organizational changes.
Willingness and ability to work occasional overtime based on departmental needs.
Ability to travel locally with incumbent’s own reliable transportation; maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.
Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.
Must pass all drug testing required by ESSC.

Nice To Haves

Associate’s degree in business administration, office administration, or a related field preferred.
Experience supporting leadership roles and coordinating multi‑departmental processes preferred.

Responsibilities

Provides administrative support to the Vice President, Living Options and the department, ensuring efficient and timely execution of daily operational activities.
Collaborates on budget development by compiling data, tracking expenditures, and preparing budget materials; manages office operations, including phones, mail services, office supplies, inventory management, copier equipment, and related services to support an organized and well functioning work environment.
Ensures accurate financial support by processing accounts receivable, reconciling Purchase of Services, maintaining financial records, and collaborating on budget development in alignment with organizational and compliance requirements, including monitoring spend and escalating concerns to the Vice President as appropriate.
Processes departmental transactions such as invoices, reimbursements, expense reports, petty cash, and other administrative workflows in accordance with ESSC policies and procedures.
Supports system or database administration by performing data entry, maintaining records, generating reports, assisting users, and coordinating system updates as needed.
Coordinates facilities‑related activities, including maintenance requests, space planning, office moves, equipment installations, and other operational processes involving internal and external stakeholders.
Assists in planning and executing department‑wide projects and initiatives within the Living Options service line, ensuring effective communication and follow‑through.
Ensures compliance with business and vehicle licensing and insurance requirements in alignment with city, county, state, and ESSC standards.
Supports Living Options projects and construction initiatives across planning, execution, and completion phases.
Identifies and addresses routine operational issues, collaborates with appropriate stakeholders, and takes necessary actions to resolve matters promptly.
Provides coordination and logistical support for travel, conferences, leadership meetings, and quarterly trainings, ensuring timely scheduling, preparation, and execution.
Performs additional duties as assigned to support departmental and organizational operations.