Administrative Coordinator

Claris Health • Montebello, CA

12d • $56,160 • Onsite

About The Position

Claris Health’s Administrative Coordinator provides overall support to the operations leadership and/or teams. Specific tasks include scheduling appointments, managing calendars, drafting and editing policies and procedures, preparing relevant committee and staff meeting agendas and notes, managing office logistics and supply ordering, recruiting and scheduling volunteers, preparing employee and volunteer files including making sure that all necessary trainings have been completed, assisting with accreditation, city, and state licensing processes, and coordinating events for staff, clients, volunteers, and supporters.

Requirements

• Agree with and uphold the Claris Health Mission Statement, Core Values, and Policies and Procedures.
• Strong organizational skills with keen attention to detail.
• Ability to manage confidential information with discretion.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office/Google Workspace, and project management platforms.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Collaborative, adaptable, and proactive in supporting both staff and leadership.

Nice To Haves

• Experience in HR, operations, nonprofit, or administrative support preferred.

Responsibilities

• Maintain accurate and confidential HR documentation, including employee files, licenses, and compliance records.
• Support recruitment by posting jobs, screening applicants, conducting reference checks, and assisting with interviews.
• Coordinate new hire onboarding and assist with staff training documentation.
• Research HR laws and regulations to ensure compliance with applicable policies.
• Assist with maintaining and updating the employee handbook in collaboration with HR/Operations and legal staff.
• Assist in developing training manuals and process documentation for departments and programs.
• Create, maintain, and improve organizational systems, policies, and procedures.
• Serve as staff liaison in committee meetings, ensuring that adopted policies are properly updated, documented, and distributed.
• Monitor compliance with accreditation, licensing, and safety requirements.
• Support staff engagement initiatives, including recognition, wellness, and team-building activities.
• Oversee program and service administrative tasks, including EHR updates, incident reports, and volunteer onboarding/offboarding.
• Provide administrative support to the VP of Operations, including board filings, meeting preparation, and coordination of staff events.
• When needed, serve as a scribe during staff, committee, and quality improvement meetings.
• Provide occasional logistical support to executive staff to enable them to focus on core responsibilities.
• Assist with the coordination and execution of seasonal events (including client and volunteer events), staff retreats, church speaking engagements, and fundraising events.
• Support event logistics, including booking venues, coordinating catering, managing supplies, arranging audiovisual needs, and overseeing event-day execution.
• Work closely with event staff and volunteers to ensure smooth operations and alignment with organizational standards.
• When needed, support stewardship efforts, including acknowledgment letters, special acknowledgments, and thank-you calls.
• Schedule donor tours, lunches, speaking engagements, interviews, and meetings for the CEO and executive team.
• Assist with preparation for donor meetings and advancement-related projects.
• Assist with the content and design production and distribution of donor and other community outreach publications and materials (electronic and print).
• Schedule various fundraising related meetings for the development team, including donor tours, lunches, speaking engagements, staff meetings, interviews, etc.
• Communicate with donors regarding failed monthly donations, new donations, and field other donor-related calls that come into the office.
• Perform additional duties as assigned by the executive team.

Benefits

• Medical, dental, and vision coverage (starting the first of the month after 90 days)
• Paid holidays, PTO, and sick leave
• Continuing education assistance
• Retirement savings through CalSavers
• Parental leave
• Mental health support

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees