Administative Coordinator

Fusion Community Empowerment Inc.; Long Beach (CA); Hybrid; USD 52,000 - 70,000; Full time

Job summary

Fusion Community Empowerment Inc. is seeking an Administrative & Program Coordinator to help our nonprofit deliver programs that serve the community. The role is hybrid, working with the Executive Director and Program Director on calendars, files, reporting, and events.

You will manage participant intake, coordinate meetings, prepare materials, track program data, and help with outreach and communications. Ideal candidates are proactive, organized, and team-oriented, with strong follow-through.

Qualifications

• Proactive, you don’t wait to be told what comes next.
• Highly organized, you can juggle calendars, deadlines, documents and priorities.
• Strong follow-through: starting a task is important, finishing it is essential.
• Comfortable with change and able to adapt in a nonprofit environment.
• Tech-savvy with email, calendars, spreadsheets, shared drives, databases and forms.
• Clear, compassionate communicator with leadership, staff, partners and participants.

Responsibilities

• Provide day-to-day administrative support to the Executive Director, Program Director, and program team.
• Manage calendars, schedule meetings and participant appointments, and track important deadlines.
• Monitor calls, emails, inquiries, and program requests; route to the right team member.
• Support participant intake and maintain organized participant files.
• Prepare letters, forms, presentations, reports, and program materials.
• Assist with community events, workshops, trainings, and outreach activities.

Skills

Proactive

Organized

Follow-through

Team player

Communication

Tech friendly

Boundary aware

Job description

Job Summary

Fusion Community Empowerment is looking for a high-energy, organized, and resourceful Administrative & Program Coordinator who enjoys being part of work that directly impacts the community.

We are a hands-on nonprofit, which means no two days will look exactly the same. One day you may be coordinating participant appointments and organizing program files, and the next you may be helping prepare for a community event, following up with a partner, updating program data, or making sure the team has what they need to meet an important deadline.

We need someone who is comfortable taking initiative and doesn't need to be reminded of every next step. This person will work closely with the Executive Director and Program Director and will take ownership of many of the administrative details that keep our programs and organization moving. The position is Hybrid.

This is more than answering phones and scheduling meetings. You will help us stay organized, responsive, accountable, and connected to the people we serve.

If you enjoy creating order, following things through to completion, working with different personalities, learning new systems, and being part of a mission-driven team, you may be a great fit for Fusion.

What You'll Be Doing

• Provide day-to-day administrative support to the Executive Director, Program Director, and program team.
• Manage calendars, schedule meetings and participant appointments, and help leadership stay ahead of important deadlines and commitments.
• Monitor incoming calls, emails, participant inquiries, and program requests and make sure they reach the appropriate team member.
• Support participant intake by monitoring submissions, scheduling intake appointments, identifying missing information, and maintaining organized participant files.
• Send routine participant reminders and follow up on documents, appointments, surveys, program requirements, and other outstanding items.
• Enter and maintain accurate participant and program information in spreadsheets, databases, housing/program management systems, and other internal platforms.
• Track program activity, participant progress, services provided, surveys, outcomes, and other information needed for program and grant reporting.
• Help keep our task-management systems, calendars, shared drives, electronic files, and internal records organized and current.
• Prepare meeting agendas, take notes when needed, document action items, and help follow up with team members on outstanding tasks.
• Prepare letters, forms, spreadsheets, presentations, reports, sign-in sheets, and other program materials.
• Assist with community events, workshops, trainings, outreach activities, and partner meetings from planning through follow-up.
• Communicate professionally and compassionately with participants, community partners, vendors, volunteers, and other stakeholders.
• Assist with staff, intern, and volunteer onboarding and training logistics.
• Help manage office supplies, equipment, purchasing documentation, receipts, invoices, and other routine operational needs.
• Assist with social media, website updates, flyers, newsletters, and program communications when needed.
• Be willing to jump in and help with the small things that keep a nonprofit running. We work as a team, and sometimes that means stepping outside of your regular task list.

Who We're Looking For

We're looking for someone who is:

• Proactive.You don't always wait to be told what comes next.
• Highly organized.You can keep track of multiple people, deadlines, documents, and priorities without letting things fall through the cracks.
• A strong follow-through person.Starting a task is important; finishing it is even more important.
• Comfortable with change.Nonprofit and community work can move quickly, and priorities sometimes shift.
• Tech comfortable.You can confidently work with email, calendars, spreadsheets, shared drives, databases, online forms, and task-management systems and can learn new platforms quickly.
• A strong communicator.You can communicate professionally with leadership, staff, participants, and outside partners.
• Compassionate with boundaries.The people we serve may be experiencing housing instability, unemployment, financial hardship, reentry challenges, or other difficult circumstances. You should be able to treat every person with dignity while maintaining professional boundaries and following program procedures.
• Solution-oriented.When something doesn't work, your first instinct is to figure out what the next option is.
• Team-minded.Titles matter less than making sure the work gets done.