Program Administrative Coordinator

Socket.dev; Cleveland (OH); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Company paid life insurance

Retirement plan

17 paid holidays

Professional development support

Job summary

Youth Opportunities Unlimited (Y.O.U.) is seeking an Program Administrative Coordinator to assist the Manager of Compliance and provide information management support. You will interface with internal and external customers, handle office support for Compliance and Administrative teams, and serve as a point of contact for seasonal visitors while maintaining confidentiality.

The role requires experience in administration, supervising staff, and strong Microsoft Office skills.

Qualifications

• Associate degree preferred; also 2 extra years of work experience can substitute an degree.
• High School Diploma or equivalent required.
• 2–5 years’ experience as an administrative assistant with office, operations, and clerical work.
• 1–2 years’ experience managing/supervising employees.
• Proficiency in Microsoft Office Suite including Excel.
• Detail oriented, organized, and able to make administrative decisions.
• Experience working with youth and young adults.
• Must pass a BCI/FBI background check and have reliable transportation.

Responsibilities

• Endorse office security and confidentiality and promote positive morale.
• Coordinate office support for staff and activities; manage supplies and off-site events as needed.
• Maintain inventory, anticipate supplies, and process orders.
• Coordinate team calendars and ensure deadline adherence.
• Ensure file maintenance and adherence to eligibility procedures and policies.
• Prepare reports and support audits and compliance processes.
• Create documentation schedules and training materials for process improvements.

Skills

Office administration

MS Office proficiency

Education

Associate degree in Business Administration or related field

High school diploma or equivalent

Tools

Microsoft Excel

Job description

Description

Since 1982, over 160,000 youth have been helped with Youth Opportunities Unlimited (Y.O.U.) programs. Y.O.U. helps teens and young adults, ages 14-24 living in economically distressed communities succeed by providing educational and workforce opportunities, skills development, and access to career pathways. We offer school-based and community-based programs designed to meet the needs of Northeast Ohio employers, with a focus on those industry sectors that provide the most opportunities for career success. At Y.O.U., we are dedicated to excellence and continuous improvement of the quality of our services to youth, employers, and the community.

Job Purpose

The Program Administrative Coordinator will assist the Manager of Compliance by providing information management support and interfacing with internal and external customers. The person in this role will assist with office support for Compliance and Administrative teams. A point of contact for seasonal office visitors, answering questions and directing inquiries. Maintains customer confidence and protects operations by keeping information confidential.

Essential Functions

• Endorse office security and confidentiality and promote positive office morale.


• Assist with coordination of office support for summer program staff, Compliance and Administrative Teams, internal/external clients and staff, and coordinating supplies and administrative support for off-site activities as needed.


• Maintains summer office supplies inventory by checking stock to determine inventory level; anticipation needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.


• Coordinating/managing running lists of projects/priorities/calendar items of program assistants.


• Coordinates team of Program Assistants to ensure team project and task deadlines are met.


• Ensuring file maintenance, integrity, and storage in accordance with and as required by eligibility determination processes, and in compliance with established policies and procedures.


• Ensures operation of equipment and timely reporting of issues to Facilities Coordinator.


• Weekly status updates to Manager of Compliance to ensure coordination with the Summer Youth Employment Program management staff and team leads.


• Assist the Manager of Compliance with the organization’s internal and external audit processes and compliance risk assessments and will take responsibility for monitoring organizational business activities for compliance with applicable rules and regulations.


• Review and recommend improvements in administration flow processes to Manager of Compliance.


• Work with Manager of Compliance to create reports and processes for orientation tracking to improve reporting.


• Assist with third-level reviews of participant files.


• Complete year-end final review of participant forms and editing as necessary to be approved by Manager of Compliance.


• Coordinate program year process review for administration and third-level positions to guide changes and implement improvements.


• Ensure program management is provided documentation and training on process improvements.


• Create calendar of documentation due dates for inclusion into final participant files.


• Responsible for ensuring adherence to the functions and flow of file room processes including but not limited to participant file management, maintenance, and storage.


• Support Facilities Coordinator with Y.O.U. meeting and event space preparation and operation


• Other duties as assigned.

Benefits

• Medical, dental, vision benefits available with coverage beginning the first of the month following date of hire.


• Company paid life insurance, AD&D, Short-Term Disability, Parental Leave, Employee Assistance Program and Long-Term Disability


• Retirement Plan with generous employer contributions


• Generous paid time off package including 17 paid holidays


• Professional Development Assistance Program

Requirements

• Associate degree in a relevant field (e.g., Business Administration, Nonprofit Management, Communications) from an accredited college or university preferred.


• An additional 2 years of work experience as detailed below can be substituted in lieu of an associate degree. High School Diploma or equivalent required.

Requirements

• At least 2-5 years’ experience as an administrative assistant with a broad range of skills in office administration, operations and clerical work. Ability to adapt to changing priorities


• At least 1-2 years’ experience managing/supervising employees


• Must be proficient in Microsoft Office Suite including Microsoft Excel to provide timely reports


• Adaptable and ambitious with good problem solving and team working skills


• Detail oriented, well organized with deep knowledge of making administrative and procedural decisions


• Experience working with youth and young adults


• Must pass a BCI/FBI criminal background check as a condition of employment


• Must have reliable transportation for travel to various work sites

Knowledge, Skills and Abilities

• Belief and commitment to Y.O.U.’s mission, vision, and values


• Excellent interpersonal skills including ability to develop and maintain effective working relationships


• Highly attentive to details


• Strong organizational and communication skills


• Ability to juggle multiple tasks and initiatives at once


• Ability to work in a result-oriented and data driven environment


• Comfortable using database management systems


• Be flexible to handle potential changes in daily plans quickly


• Ability to work independently and as part of a team under minimal supervision

Work Environment

• This position is primarily based in an office setting.


• The work pace for this position is usually fast paced where work is required for up to 2 hours at a time. This position requires such physical abilities as sitting for computer and phone work for long periods of time, lifting up to 25 lbs periodically and carrying office supplies, standing, and walking throughout the office buildings.


• Social interaction with team members, vendors, partners and/or participants frequently.


• The environment in which the job is performed outside a normal office space may include exposure to extreme temperature, noise, or other hazards.


• When working remotely, the workspace must be free of distractions and background noise (Pets, children, television, radio, etc.)

All applicants are considered without regard to race, color, religion, sex, pregnancy, gender identity or expression, sexual orientation, national origin, age, disability, marital status, parental status, veteran status, military service, family medical history, genetic information, or any other characteristic protected by applicable federal, state, or local law.