Administrative Coordinator

You Thrive Florida•Brooksville, FL

12d

About The Position

POSITION SUMMARY : Works in collaboration with the Program Manager to ensure consistency of operations and support program wide. Creates and maintains a pleasant work environment, ensuring high levels of organization effectiveness, communication and safety. Responsible for performing advanced level administrative, clerical and secretarial duties for Early Learning Programs, primarily assisting the Director of Early Learning Programs. This is a global position with coverage across Hernando and Volusia Counties. Schedule: Monday - Friday 7:30am - 4:00pm Please apply online at www.youthrivefl.org Only completed and signed applications will be considered. Full Time Position- Benefits Eligible: Vacation, Sick, PTO, Employer paid health benefits, 403B retirement, 14 company paid holidays, Pet Insurance, Basic $30,000 Life Insurance Policy, Long-Term Disability Insurance (LTD) and Accidental Death and Dismemberment Insurance (AD&D). Public Service Loan Forgiveness Qualified Employer. ESSENTIAL JOB FUNCTIONS : Ensure office efficiency is maintained by planning and executing equipment and supply procurement, reviewing layouts, and office systems. Coordinate administrative activities and operations at Early Learning Program office locations. Review and analyze special projects, and communicate with management accordingly. Coordinate Employee Onboarding with HR and hiring manager(s) to assure all new employee documentation is complete and distributed appropriately. Ensure all employee onboarding procedures outlined in New Employee Passport are followed. Coordinate the distribution and maintenance records of keys and ID badges. Ensure the preparation and dissemination of ELP leadership team’s schedules on a weekly basis. Assure agency purchase requisitions, per diems, mileage forms, are complete and accurate. Submit in Blackbaud in a timely manner. Work independently and within a team on special and nonrecurring and ongoing projects. Assist the Program Manager or Director with special projects, which may include: planning and coordinating multiple presentations, disseminating information, and organizing departmental wide events. Arranges appointments and schedules of the Director and Leadership Team as necessary. Maintain files of correspondence and other informational/data files. Prepares agenda and sign-in sheets and arrange meetings, trainings, and other service area activities for all members of the management team as requested. Record meeting minutes as directed by the management team and distribute to appropriate individuals in a timely manner. Ensures policies and procedures are electronically organized. Serves as staff liaison to Policy Council Officers and Policy Council members, preparing and distributing announcements and packets in a timely manner. Coordinate all monthly Policy Council meeting logistics. Attend meetings and documents minutes for approval. Maintain all Policy Council documentation. Maintain cumulative attendance records and monitor attendance for compliance with bylaws, bringing attendance issues to the attention of the Director. Assist in the preparation of Governing Board monthly and quarterly packets. Coordinate arrangements for out of town travel for management team members and others as assigned by a manager and ensures cost effectiveness. Prepare and provide printed travel itinerary and information packet for traveler in a timely manner. Issue petty cash and maintain appropriate records for each transaction. Reconcile petty cash periodically with Finance Officer with or without notice. Maintain confidentiality in all aspects of client, staff and agency information. Acts as an advocate and role model for Early Learning Program families. Recruits children for the program. Attend and actively participate in training programs, staff meetings, and other meeting/trainings. Maintain confidentiality in all aspects of client, staff and agency information. Maintain effective working interaction with coworkers and outside contacts that will enhance the operation of the Early Learning Programs, and Agency as a whole. Participate in community activities that enhance Early Learning Programs as directed. Participate in ongoing monitoring, Community Assessment and Self-Assessment and performs reasonable related functions. Participate in regular safety, storm and fire drills. Submit reports, documents, and files as directed. Use and follow the policies/procedures of YTF Early Learning Programs, federal, state and local regulations/laws, and federal regulations/laws including the Head Start Performance Standards, applicable transmittal notices, and other administrative orders/directions. Use and follow the policies/procedures of You Thrive Florida, including but not limited to Personnel Policies, Occupational Health and Safety policies, payroll policies/practices, etc. NON-ESSENTIAL/SECONDARY FUNCTIONS : Assist with answering telephone calls, provide general information, fields/answers questions, directs calls to the appropriate staff member, and takes messages when appropriate. Greet visitors in reception area and provide assistance. Assist in providing information to the general public, parents, staff, and vendors. Perform general administrative clerical duties to include but not limited to: copying, faxing, scanning, mailing, and filing. Assist with receiving shipments, identifying and notifying recipient of delivery. Assure delivery is distributed appropriately. Performs any additional duties as directed or assigned by supervisor, Program Director or YTF Early Learning Program Management staff. This description is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position.

Requirements

Minimum of an AA/AS degree
At least three years of administrative/clerical/secretarial experience.
Valid Florida driver’s license and be insurable by Company’s current insurance carrier.
Subject to federal, state and local legal requirements/background checks.
Ability to work with limited direction.
Knowledge of strong organizational methods.
Skills in completing work with a high degree of accuracy.
Ability to effectively communicate orally and in writing.
Ability to establish effective working relationships with people, including supervisors, peers, vendors, parents and children.
Ability to compile data from various sources, departments, etc.
Ability to type at least 40 words per minute.
Expertise in the operations of Microsoft Office Suite and Windows based applications.
Ability to quickly learn new software programs.
Skills in customer service and dealing with difficult individuals.
Ability to work in a multi-task environment.
Ability to maintain child, parent and staff confidentiality.
Talking, standing, sitting, squatting, kneeling, use of fingers, arms, hands, legs, walking, stretching/reaching, handling, grasping, climbing, bending at the waist, turning, balancing, pushing, pulling, use of depth perception, carrying and lifting (up to 65 lbs.), and driving are constant.
Good eyesight (correctable) and hearing (correctable) are essential.

Responsibilities

Ensure office efficiency is maintained by planning and executing equipment and supply procurement, reviewing layouts, and office systems.
Coordinate administrative activities and operations at Early Learning Program office locations.
Review and analyze special projects, and communicate with management accordingly.
Coordinate Employee Onboarding with HR and hiring manager(s) to assure all new employee documentation is complete and distributed appropriately. Ensure all employee onboarding procedures outlined in New Employee Passport are followed.
Coordinate the distribution and maintenance records of keys and ID badges.
Ensure the preparation and dissemination of ELP leadership team’s schedules on a weekly basis.
Assure agency purchase requisitions, per diems, mileage forms, are complete and accurate. Submit in Blackbaud in a timely manner.
Work independently and within a team on special and nonrecurring and ongoing projects. Assist the Program Manager or Director with special projects, which may include: planning and coordinating multiple presentations, disseminating information, and organizing departmental wide events.
Arranges appointments and schedules of the Director and Leadership Team as necessary.
Maintain files of correspondence and other informational/data files.
Prepares agenda and sign-in sheets and arrange meetings, trainings, and other service area activities for all members of the management team as requested.
Record meeting minutes as directed by the management team and distribute to appropriate individuals in a timely manner.
Ensures policies and procedures are electronically organized.
Serves as staff liaison to Policy Council Officers and Policy Council members, preparing and distributing announcements and packets in a timely manner. Coordinate all monthly Policy Council meeting logistics. Attend meetings and documents minutes for approval. Maintain all Policy Council documentation. Maintain cumulative attendance records and monitor attendance for compliance with bylaws, bringing attendance issues to the attention of the Director.
Assist in the preparation of Governing Board monthly and quarterly packets.
Coordinate arrangements for out of town travel for management team members and others as assigned by a manager and ensures cost effectiveness. Prepare and provide printed travel itinerary and information packet for traveler in a timely manner.
Issue petty cash and maintain appropriate records for each transaction. Reconcile petty cash periodically with Finance Officer with or without notice.
Maintain confidentiality in all aspects of client, staff and agency information.
Acts as an advocate and role model for Early Learning Program families. Recruits children for the program.
Attend and actively participate in training programs, staff meetings, and other meeting/trainings.
Maintain confidentiality in all aspects of client, staff and agency information.
Maintain effective working interaction with coworkers and outside contacts that will enhance the operation of the Early Learning Programs, and Agency as a whole.
Participate in community activities that enhance Early Learning Programs as directed.
Participate in ongoing monitoring, Community Assessment and Self-Assessment and performs reasonable related functions.
Participate in regular safety, storm and fire drills.
Submit reports, documents, and files as directed.
Use and follow the policies/procedures of YTF Early Learning Programs, federal, state and local regulations/laws, and federal regulations/laws including the Head Start Performance Standards, applicable transmittal notices, and other administrative orders/directions.
Use and follow the policies/procedures of You Thrive Florida, including but not limited to Personnel Policies, Occupational Health and Safety policies, payroll policies/practices, etc.
Assist with answering telephone calls, provide general information, fields/answers questions, directs calls to the appropriate staff member, and takes messages when appropriate.
Greet visitors in reception area and provide assistance.
Assist in providing information to the general public, parents, staff, and vendors.
Perform general administrative clerical duties to include but not limited to: copying, faxing, scanning, mailing, and filing.
Assist with receiving shipments, identifying and notifying recipient of delivery. Assure delivery is distributed appropriately.
Performs any additional duties as directed or assigned by supervisor, Program Director or YTF Early Learning Program Management staff.