Administrative Coordinator

CATHOLIC CHARITIES OF THE DIOCESE OF OAKLAND • Oakland, CA

8d • $25 - $28 • Onsite

About The Position

The Administrative Coordinator is a vital member of the office team. This position requires proficiency in both English and Spanish languages. This position staffs the front desk/reception area, manages incoming phone calls, incoming postage and has first-level contact with clients and constituents to determine their service needs, and then links clients with direct services, or may suggest external resources such as other community-based services. In addition, the Administrative Coordinator represents Catholic Charities’ public face and is essential in maintaining a professional and positive image of the agency. As the first and sometimes primary contact, the Administrative Coordinator provides information to the public, donors, potential donors, parishes, Board Members, etc., regarding Catholic Charities and its services. This position is for the Oakland office, with occasional travel to Concord and Richmond.

Requirements

• High School Diploma or GED required. Some college education preferred.
• High School Diploma or education equivalent from other countries may be considered.
• At least 1 year of experience providing administrative support in a professional office environment.
• Must be fluent in spoken and written Spanish with the ability to explain complex ideas in simple terms in English and Spanish
• Data entry and reporting with software.
• Ability to prioritize across multiple types of work and coordinate the work of others.
• High level of independent judgment required.
• Professional technology skills including Microsoft Word, Excel, and PowerPoint, Adobe Acrobat, and database software. Ability to scan, edit and create .pdf files and experience with shared drives and cloud folders.
• Ability to network and interact internally and externally
• High level of patience and the ability to remain calm under stress
• Flexible and ability to adapt to daily office environment changes
• Valid Driver’s license and available transportation
• Experience serving clients from many different cultures.
• Reading, Writing, Hearing, and Speaking in person, via email, and via phone.

Nice To Haves

• Experience supervising and training multiple volunteers in administrative tasks preferred.

Responsibilities

• Serve as first point of contact (in-person and over-the-phone) for all visitors to Catholic Charities East Bay
• Provide information and referral for telephone and walk-in inquiries: phone calls are high-volume and require a deep knowledge of agency services and external resources
• Collect basic client information and maintain Information and Referral records in Salesforce or other required database or client management systems
• Advise clients of program eligibility requirements, screen callers before intake into a applicable Catholic Charities East Bay programs. Works closely with programs team to ensure a seamless transfer between initial contact and program intake staff
• Manage and coordinate the administrative duties of the front office, including answering the front door, handling mail and deliveries, and ordering supplies.
• Implement procedures on central intake, internal referrals, fee collection (as appropriate) and other procedures relevant to the front desk
• Share information with staff related to office status, including closures and updates.
• Provide support for program and administrative teams in office and remotely.
• Assist with special projects and other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED