Administrative Specialist

Family Centers; Greenwich (CT); On-site; USD 58,000 - 62,000; Full time

Benefits offered by this job

Paid Time Off

HSA contributions

Flexible Spending Accounts

403(b) Retirement Plan

Long-Term Disability Insurance

Employee Assistance Program (EAP)

Tuition Assistance

NHSC Loan Repayment Program

Job summary

Family Centers in Greenwich, CT seeks an Administrative Specialist to provide comprehensive administrative and operational support to the executive offices and Grauer Preschool, reporting to the Manager of Administrative Services and executive leadership.

The role involves calendar management, data entry, grants and compliance documentation, mail handling, facilities coordination, and safety initiatives to maintain a professional, organized office environment.

Qualifications

• Bachelor’s or Associate’s degree highly desirable; nonprofit experience preferred.
• Minimum of 2 years of administrative experience in a nonprofit or related field.
• Experience supporting senior leadership with discretion, professionalism and sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Valid driver’s license and access to a reliable, insured vehicle for work-related duties.

Responsibilities

• Serve as the primary contact for visitors, phone calls, and email inquiries with professional service.
• Provide calendar management, scheduling, and meeting coordination for the CEO and Executive Team.
• Oversee daily administrative operations of the executive offices and Grauer Preschool.
• Perform data entry and support for agency programs; maintain grants, compliance, and accreditation documentation.
• Manage mail, inquiries, and routing; coordinate with Facilities Director as needed.
• Maintain office supplies and inventory; support process improvements and safety initiatives.

Skills

Leadership

Multitasking

Attention to detail

Critical thinking

Communication

Organizational skills

Professionalism

Education

Bachelor’s or Associate’s degree

Tools

Outlook

Word

Excel

Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Specialist

CLIENT SUPPORT SERVICES - BEDFORD Full Time Greenwich, CT, US

3 days ago Requisition ID: 1476

Salary Range: $58,000.00 To $62,000.00 Annually

The Administrative Specialist provides comprehensive administrative and operational support to ensure the efficient functioning of Family Centers’ executive offices and Grauer Preschool. Working closely with the Manager of Administrative Services and executive leadership, the incumbent helps maintain a professional, organized, and responsive office environment. The role also assists with documentation, reporting, and coordination activities that support agency operations.

Key Duties and Responsibilities

• Serve as the primary point of contact for visitors, phone calls, and email inquiries, providing professional and responsive customer service.
• Provide administrative support to the Chief Executive Officer and Executive Team, including calendar management, scheduling, and meeting coordination.
• Oversee daily administrative operations of the executive offices and Grauer Preschool to ensure efficient office functioning.
• Perform data entry and administrative support for agency programs and maintain documentation related to grants, compliance, and accreditation.
• Manage incoming communications, including answering calls, taking messages, and routing inquiries appropriately.
• Receive, sort, and distribute incoming mail and deliveries, including interoffice correspondence and USPS mail.
• Coordinate outgoing mail and deliver items to local post office and drop-boxes when necessary.
• Monitor and report facility-related issues and coordinate with the Facilities Director.
• Participate in safety-related initiatives, conduct drills and participate in the organization’s Safety Committee to help maintain a safe workplace.
• Manage office supplies and maintain building inventory, ensuring resources are regularly re-stocked and available for staff and program operations.
• Collaborate with leadership and staff to continuously improve administrative processes and workflows
• Perform other administrative and operational duties as assigned to support agency needs.

Performance Requirements and Competencies

• Leadership qualities including independent judgment, attention to detail, multitasking, and critical thinking.
• Ability to quickly assess and resolve challenging situations with clients and/or staff.
• High aptitude for learning new programs and responsibilities.
• Knowledge and ability to plan and carry out instructions.
• Familiarity with Family Centers’ programs and information flow.
• Strong organizational and interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to lift up to 20 pounds.

Education and Experience Requirements

• Bachelor’s or Associate’s degree highly desirable; relevant industry experience may be considered.
• Minimum of 2 years of administrative or office operations experience , preferably in a nonprofit, healthcare, education, or human services organization.
• Experience supporting senior leadership in a dynamic office environment and the ability to manage multiple priorities with discretion, professionalism, and sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Valid driver’s license and access to a reliable, properly insured vehicle for work-related responsibilities.

Compensation

$58,000-$62,000 annually, depending on experience

Benefits and Perks

AtFamily Centers, we believe in taking care of our compassionate staff who care for our community. We offer a comprehensive benefits package carefully designed to support staff health, financial wellbeing, and work-life balance.We are committed to fostering a supportive, mission-driven environment where employees feel valued, supported, and able to build lasting careers.

• Generous Paid Time Off – 10 vacation days annually (increases to 15 days after 5 years, and 20 days after 10 years), 11 paid holidays, up to 3 personal days, and up to 10 sick days
• Half-Day Summer Fridays(in select programs)
• Health Savings Account (HSA)with monthly employer contributions
• Flexible Spending Accounts (Health Care & Dependent Care)
• 403(b) Retirement Planwith up to 6% employer contribution
• Employer-Paid Long-Term Disability, Life & AD&D Insurance
• Employee Assistance Program (EAP)for confidential support
• Voluntary Opt-In Benefitsincluding Critical Illness Insurance, Pet Insurance, supplemental Life Insurance, and more
• Tuition Assistance(eligible to apply after 6 months of service)
• Loan Repayment Opportunity: Fully licensed clinicians working in our FQHC and SBHC programs may qualify for the National Health Service Corps (NHSC) Student Loan Repayment Program, which offers up to$75,000in student loan repayment for primary medical, dental, and behavioral health clinicians. Clinicians who demonstrate Spanish-language proficiency may qualify for an additional$5,000 award.

Family Centers has consistently been recognized as one of the Top Workplaces in Western Connecticut by Hearst Connecticut Media and holds a perfect 100 Encompass rating from Charity Navigator.

About Family Centers

Family Centers is a private, nonprofit organization offering health, education and human service programs to children, adults and families in Fairfield County. Our team includes 300 professionals and over 500 trained volunteers who collaborate to provide our communities with a wide range of responsive and innovative services. Through our comprehensive network of services, more than 26,000 children, adults, families and communities receive the care, encouragement and resources needed to realize their potential.

For more information, please visit www.familycenters.org.

Family Centers is committed to providing equal employment opportunities to all applicants and employees as indicated in applicable federal and/or state laws.