Nonprofit Administrative Office Specialist - Youth Programs

Guiding Harbor; Michigan; On-site; USD 40,000 - 52,000; Full time

Job summary

Guiding Harbor is seeking an Administrative Office Assistant to provide accurate, confidential clerical and administrative support primarily to the CEO, HR, and Foster Care teams. You will coordinate communications, schedules, records, and routine operational tasks to help programs run efficiently.

The role covers office administration, recordkeeping, and program coordination with emphasis on confidentiality and trauma-informed communication when interacting with youth and families.

Qualifications

• High School Diploma required.
• Three years’ experience with office support, clerical work, scheduling, customer service, or records management.
• Proficiency with Microsoft Word, Excel, Outlook, and common electronic filing and communication systems.
• Strong written and verbal communication, attention to detail, organization, discretion, and ability to manage competing priorities.
• Ability to work independently, collaborate across departments, maintain confidentiality, and interact respectfully with diverse populations.

Responsibilities

• Serve as a professional first point of contact for telephone calls, visitors, emails, and routine inquiries; route sensitive or urgent matters promptly.
• Provide administrative support to supervisors and program staff, including correspondence, meeting agendas, minutes, notices, data entry, copying, scanning, and filing.
• Coordinate calendars, meetings, appointments, room use, and reminders; communicate scheduling changes to relevant staff.
• Maintain organized office work areas, monitor office supplies, prepare purchase or replenishment requests, and coordinate routine equipment or service needs.
• Create, update, and securely maintain electronic and paper records, forms, reports, logs, and client-related documents in accordance with confidentiality procedures.
• Prepare, assemble, and restock resident intake, case-management, appointment, and other program packets; check submissions for completeness.
• Schedule resident appointments and coordinate administrative details with staff, service providers, and caregivers.
• Track deadlines, documents, trainings, and follow-ups; alert supervisors to outstanding items.

Skills

Written and verbal communication

Attention to detail

Organization

Discretion

Prioritization

Independent work

Confidentiality

Cross-department collaboration

Education

High School Diploma

Associate degree (preferred) in business administration/office administration/social sciences

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Electronic filing/communication systems

Job description

Guiding Harbor is seeking an Administrative Office Assistant to provide accurate, confidential clerical and administrative support primarily to the CEO, HR, and Foster Care teams. You will coordinate communications, schedules, records, and routine operational tasks to help programs run efficiently.

The role covers office administration, recordkeeping, and program coordination with emphasis on confidentiality and trauma-informed communication when interacting with youth and families.