FFSP Admin Support Specialist

China Lake Golf Course; Lemoore (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

China Lake Golf Course seeks an administrative assistant to support FFSC programs and services. You will handle front desk customer service, coordinate trainings, maintain electronic files and templates, and assist with data entry and office supplies.

The role requires strong organization, privacy awareness, and the ability to collaborate across teams to support facilities management, scheduling, and reporting.

Responsibilities

• Front desk coverage for customer service and information
• Coordinate gate passes and identification badges
• Manage classroom reservations/assignments using the front-desk calendar
• Provide audio-visual equipment support and video recording for child waiting areas
• Maintain customer service areas and stock marketing materials
• Support FFSC Director and staff with calendar management and reporting
• Input data into budgets, training and other systems; maintain records and templates

Job description

Duties

Help Assists in facilitation and delivery of FFSC programs and services within the scope of responsibilities.Performs full range of administrative support functions to include front desk coverage for customer service.Provides customer support and direction to coordinate gate passes and identification badges, coordinates and documents classroom reservations/assignments using the front-desk calendar, provide audio-visual equipment support; offers and records video use for children in customer waiting area, and maintains customer service areas to include stocking of marketing materials.Provides administrative support to the FFSC Director and staff in the following areas: clinical calendar management; updates and maintains task tickler addressing on-going report requirements, new tasks and action-item tracking; provides VTC/web conference reminders; routes incoming correspondence, and coordinates key FFSC meetings-maintaining up-to-date attendee lists, and sending out notification reminders and agendas for meetings and trainings.Completes correspondence using word processing, excel, PowerPoint, and other approved computer programs as required.Maintains automated and accessible correspondence templates and maintains central filing system in accordance with FFSC and Program requirements.Creates/maintains databases (logs) for tracking supplies, print orders, and training and travel requests, and inputs data into other established spreadsheets, databases, and programs (budget, manpower, training, FFSMIS, TWMS, ESAMS, etc.).Updates, disseminates, and/or ensures staff awareness of Standard Operating Procedures addressing administrative/personnel issues.Provides administrative support for facilities and equipment management: completes NMCI trouble calls; processes and tracks facilities/Public Works (Maximo) Requests; maintains FFSC key-log and inventory; checks Fire Extinguishers; updates marketing venues to include marquees, posters, and other marketing tools; coordinates maintenance service for copiers and printers, maintains and/or reports facilities issues for immediate resolution.Provides clerical support to FFSC Director with personnel matters: gathers and/or inputs timecard information in accordance with time requirements; updates and maintains staff recall lists, telephone trees, and volunteer information; inputs personnel information in accordance with strict guidance in authorized personnel programs; completes training and travel requests/orders.Maintains centralized personnel and training records for the FFSC staff; provides assistance as needed for tracking status of background checks, privileging/credentialing requests and other personnel requirements.Provides support to clinical and educator staff regarding workshops and briefings, e.g., arranges for location, arranges for the necessary equipment, prepares equipment set-up, and types and prepares materials as necessary.Collects and submits supply requirements across both sites, assists in procurements ensuring strict adherence to authorization, receipt, and verification requirements for purchases and training requests in accordance with formal guidance.