Overview

The Administrative Support Coordinator is responsible for providing operational, administrative and when needed, secretarial support to all members of the SCCC team. Duties include a variety of complex administrative tasks such as filing, data entry, tracking event documents, correspondence, calendar management, community event planning, collecting deposits/insurance, updating event booking systems, office management tasks like supply inventory, budgeting, deposits, maintaining files/records, screening calls, typing correspondence, assisting with special projects as assigned. Provides information to public regarding departmental services, policies and procedures.

This role pays an hourly rate of $32.76 - $34.40

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays).

This position will remain open until October 24, 2025. 

Responsibilities

• Provide full administrative support for pre-event payments and obtaining client insurance (COI’s)
• Provide full administrative support including typing, maintaining calendars, and creating reports when needed.
• Create and maintain Event filing systems and services particularly for pre-event payments, COI’s and other documents
• Prepare and distribute correspondence, obtain signatures as needed
• General admin tasks - faxing, photocopying, mail, bulk mailings
• Answer phones, screen calls, respond to inquiries
• Assist with various event-related duties when needed
• Prepare and distribute event documents to staff/partners if needed
• Create/maintain event files, distribute folders/checklists
• Run reports for departments as needed
• Represent department at weekly operational meetings
• Recommend process improvements to streamline operations
• Compile client/vendor lists
• Independently compose correspondence related to responsibilities
• Assist with department operations and special projects
• Maintain calendars for department activities, meetings, events
• Establish cooperative working relationships
• Other duties as assigned

Administrative Duties:

• Assist in planning company/employee/community events
• Maintain administrative files for all events (contracts, payments, insurance)
• Ensure vendors/clients have proper insurance for events
• Communication with clients on payments, past dues, insurance
• Maintain inventory and order office supplies, schedule equipment maintenance
• Maintain yearly budgets for office supplies, postage, printing, equipment
• Facilitate monthly safety meetings with building partners
• Develop and update safety policies/procedures
• Conduct periodic safety audits, identify areas for improvement
• Communicate safety policies to employees, new hires, visitors
• Serve as a safety resource for employees
• Other duties as assigned

Qualifications

• 1-2 years administrative/secretarial experience
• High school diploma or GED, 2 years customer service experience
• OR college degree and 1 year  customer service/training experience
• Excellent communication skills, both written and verbal
• Type/word process at necessary speed for job performance
• Proficiency in Microsoft Office suite
• Knowledge of modern office procedures, methods, computer equipment
• Knowledge of record keeping and filing principles/procedures
• Experience with CRM programs like Momentus and Simpleview a plus
• Valid California driver's license