Administrative & Data Entry Specialist

Orangewood Foundation•Santa Ana, CA

4d•Onsite

About The Position

The Administrative & Data Entry Specialist for the Independent Living Program (ILP) provides crucial administrative and data entry support to both program staff and administration. This role involves coordinating meetings, managing documentation, and assisting with onboarding and training processes. The Administrative & Data Entry Specialist is also responsible for maintaining records, supporting program outreach efforts, and preparing reports. The position requires excellent organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The role supports the overall functioning of the ILP by ensuring smooth operations and effective communication across the program. When considering this job opportunity, please be aware that the role may involve high stress levels due to mitigating participant crises and potential exposure to vicarious trauma. It is essential to prioritize self-care and seek appropriate support when needed.

Requirements

High school diploma
Preferred one year of experience in data entry and performing administrative duties, including customer service support.
Strong organizational skills with the ability to work independently, manage multiple tasks, meet deadlines, and take direction from multiple staff members.
Comfortable with written and oral communication including phone experience
Proficient in all Microsoft Office applications, Outlook, Excel, Power Point
Bi-lingual English/Spanish a plus
Possess a valid California driver’s license and proof of automobile insurance.
Position requires DMV clearance.
Pre-employment screenings include criminal background check, FBI/DOJ fingerprinting, TB test, drug screen, and previous employment verification.
A Plum.io assessment is a required part of the application process, and your application will not be considered complete until the assessment is submitted.

Nice To Haves

Understanding of and passion for the Foundation’s mission, vision, values.
Enjoys working directly with youth, volunteers, community partners, and other stakeholders.
Approaches projects, activities and other job functions with flexibility and a positive attitude.
Works well as part of a team.
Demonstrates ethical decision-making, sound judgment, and confidentiality.
Organized and detail-oriented.
Takes initiative and makes a good-faith effort to problem-solve independently.

Responsibilities

Coordinate internal and external meetings, including scheduling, room set-up, preparation of materials, meeting documentation, and follow-up activities.
Provide administrative and operational support to program staff, including report preparation, data entry, record management, invoices, reimbursements, program manuals, and other program documentation.
Collect, enter, track, and maintain program referrals, participant records, incentives, activities, and requests for support.
Assist in researching and compiling information for reports, proposals, and evaluation.
Assist with outreach for program services, events, surveys, etc. internally and externally.
Coordinate with the People Operations Manager on meeting room schedules and organization.
Support the development, implementation, and continuous improvement of program processes, procedures, and administrative systems.
Coordinate online record management for young adult and landlord incentives, activities, and requests for support.
Distribute youth incentives.
Prepare and distribute ILP data reports on a monthly, quarterly, annual, and as-needed basis.
Responsibilities involve exposure to sensitive information and require sound judgment & discretion.
Additional duties as assigned by direct supervisor.