Administrative Coordinator

Crcnapa; Napa (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Community Resources for Children seeks an Administrative Coordinator to welcome clients and coordinate daily operations. You will manage the front desk, answer inquiries, and assist with intake paperwork while ensuring data accuracy across program databases.

The role requires strong organization, attention to detail, and exceptional customer service. Proficiency in MS Office and bilingual Spanish are essential, with flexibility for events and outreach.

Qualifications

• Associate’s Degree or equivalent; minimum five years in administrative role.
• Bachelor’s Degree preferred.
• Bilingual Spanish required.
• Experience with diverse populations preferred.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Experience with a multi-line phone system.
• Livescan fingerprinting and DOJ background clearance.
• Reliable transportation and California driver’s license.
• Experience working with children preferred.

Responsibilities

• Welcome clients, register visitors, and provide high-level customer service.
• Manage conference rooms, schedule meetings, and provide admin support to Management Team.
• Handle all incoming calls, mail, and client paperwork.
• Enter and update data in program databases accurately.
• Refer clients to CRC staff, programs, or community partners/resources as appropriate.
• Support events, outreach, and weekly volunteer supervision.
• Maintain confidential records and secure workspace in line with CRC policies.
• Attend required meetings and training.
• Assist with front desk duties and office supplies.

Skills

Data entry

Customer service

Organizational skills

Working with diverse populations

Multi-line phone handling

Calendar management

Communication skills

Team collaboration

Education

Associate’s Degree or equivalent experience

Bachelor’s Degree preferred

Tools

MS Office

Contact Management Systems

Job description

Description

The Administrative Coordinator has knowledge of the programs and services offered by Community Resources for Children. This position is responsible for welcoming parents, caregivers, child care providers and community members to our organization and for providing clients with accurate information about our programs, community resources, and other required information. Success in this role requires exceptional organizational abilities, professionalism, attention to detail, and outstanding customer service skills.

The Administrative Coordinator plays a critical role in supporting the organization's daily operations by coordinating conference rooms, scheduling meetings, and providing administrative support to the Management Team. This position is responsible for managing all incoming agency calls, mail, client paperwork, and packages while serving as the first point of contact for clients.

Essential Duties and Responsibilities

• Understand and support the mission and goals of Community Resources for Children (CRC)


• Welcome clients, utilize sign-in system to register visitors, and answer phone calls with a high level of customer service and professionalism consistent with the values of CRC


• Answer clients’ questions and provide them with general information about CRC’s programs and services Assist clients with applications and initial intake paperwork, as needed


• Enter and update data with accuracy in various program databases


• Stay informed regarding CRC’s upcoming events, understand target audience for different programs and services and refer clients to CRC staff/programs, as well as community partners/resources, as appropriate or as needed


• Support agency with clerical and administrative tasks, such as reserving conference rooms, scheduling client appointments, and conducting outreach (phone calls, distributing flyers; etc.)


• Support Management Team with clerical and administrative tasks, such as scheduling meetings, conducting regular building safety checks, and organizing all-staff events


• Performs front desk office duties, such as processing and distributing incoming client paperwork, picking up the mail, receiving and processing packages, ordering office supplies, etc.


• Engage with visitors, including adults and children, in the Toy Library and Early Learning Center


• Support materials checkouts and returns using TLELC database, as well as regular cleaning and organization of the TLELC


• Track, account for and support the distribution of incentives, such as gift cards and educational materials, etc.


• Maintain a secure and organized workspace in accordance with CRC policies and best practices to ensure client confidentiality


• Demonstrate flexibility in work schedule to ensure client/program needs are met


• Attend and participate in all required meetings, conferences and training relating to service delivery and professional development


• Conduct outreach and participate in events to promote programs and agency as needed


• Engage and supervise volunteers on a weekly basis


• Perform other duties as assigned

Education, Experience and Requirements

• Associate’s Degree or equivalent experience of a minimum of five years of experience in administrative role required, Bachelor’s Degree preferred


• Experience working with diverse populations preferred


• Experience operating a multi-line phone system preferred


• Willingness to work occasional evening and weekend events


• High level of proficiency in computer skills, including skills in MS Office (Word, Excel, Outlook, PowerPoint, Contact Management Systems)


• High level of proficiency in administrative support tasks including managing calendars, processing confidential paperwork, and record keeping


• Livescan fingerprinting and Department of Justice background clearance


• Reliable transportation, valid California driver’s license and insurance


• Bi-lingual Spanish required


• Experience working with children preferred[EL1]

Skills/Competencies

• Ability to manage and input data with accuracy


• Effective interpersonal skills, written and verbal presentation skills


• Efficient organization and time management skills


• Excellent customer service skills


• Ability to work and communicate with diverse cultural and socioeconomic groups, and differently abled individuals


• Ability to assist with events and logistics


• Ability to take direction and accept feedback

Expectations

• Timely and accurately assists with administrative tasks


• Understands and familiarity with basic data collection


• Demonstrates entry-level understanding of CRC’s programs and services


• Completes tasks with limited scope/autonomy and clear directives from Manager


• Asks for help and clarification as needed

NOTICE: This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.