Administrative Coordinator

This job posting expired and applications are no longer accepted.
Mid CIty CAN
Published
June 19, 2021
Location
City Heights, California
Job Type
Salary
15.00 to 20.00
Type of Pay
Hourly
Contact Name
Mid City CAN
Contact Email
eherrera@midcitycan.org

Description

Mid-City Community Advocacy Network (Mid-City CAN), fiscally sponsored by Mission Edge San Diego, is a collaborative comprised of hundreds of partners and thousands of community members. Mid-City CAN’s mission is to build a safe, productive, and healthy community through collaboration, advocacy, and organizing. For over 30 years, Mid-City CAN plays an essential role in the community and the San Diego Region by facilitating dialogue, identifying common issues, spearheading advocacy efforts, building power, and training community members to take leadership roles in affecting change. Some of our campaign wins include $5.1 million towards two skate parks and a recreation center, the Halal school lunch program, and a reduction in youth bus fares.

 

Reporting to the Associate Executive Director, the Administrative Coordinator provides data entry and administrative support for Mid-City CAN’s Language Services, financial tracking, scheduling, board, momentum teams and other units or projects.

Key Duties and Responsibilities

· Data entry and management of invoices and receipts in Mission Edge Portal and PEX debit card system; liaise with fiscal sponsor accounting to ensure accuracy and compliance with procedures

· Maintain and track accounts payable/receivable checks and files.

· Conduct information and data retrieval searches using electronic databases, including generating reports

· Collect, analyze, summarize, and/or organize information and data for presentation to others, either in a written or digital format

· Manage equipment and resource library check-outs and inventory

· Write letters and thank you notes as needed

· Organize and maintain Mid-City CAN SharePoint and OneDrive libraries, including file of meeting minutes, one-on-one logs, sign-in sheets, agendas, reports, media clips,

and other supporting documents

· Organize and maintain a centralized Admin library on SharePoint.

· Coordinate in-person and virtual meeting scheduling using Teams, Zoom, Outlook calendar/email, and other communication tools, and adhering to prescribed protocols.

· Locate and reserve meeting rooms and other facilities for meetings and events.

· Arrange meeting logistics and provide support as needed, including taking notes and keeping minutes, ensuring technology, preparing materials and packets for distribution, sending calendar request and reminders, and distribute within 24 hours of meeting to attendees

· Provide or arrange interpretation and translation services, including coordination of interpreter/translator scheduling, orienting on-call interpreters on MCC language services policies and protocols.

· Liaise and coordinate with language services customers, including receiving and responding to interpretation and translation requests and inquiries, billing for services.

· Arrange and coordinate catering and childcare providers for meetings and events.

· Maintain calendar for Executive Director and others as assigned

· Greet office visitors and have them sign in. Demonstrate good customer service.

· Check daily Mid-City CAN voicemail inbox and return calls with 24 hours.

· Check daily Mid-City CAN centralized email mailbox and other shared mailboxes.

· Arrange interns and volunteers as needed, including screening, scheduling, and completing necessary paperwork

· Coordinate staff travel.

· Maintain office supply inventory and place orders in a timely manner

· Establish and maintain effective working relations with coworkers, administrators, and other agencies and a variety of internal and external stakeholders.

· Maintain professionalism, discretion, and confidentiality

· Accurately represent Mid-City CAN and maintain positive working relationships with the general public, clients, funding sources, government entities, etc.

· Assist with general Mid-City CAN activities and other tasks as assigned

The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

 

Knowledge, Skills, and Abilities

· Associate Degree or certification in business administration, social work administration, data management, or a related field; or equivalent experience

· Proficiency in basic Microsoft Office tools required; familiarity with Office 365 applications, including Teams, Outlook, OneDrive, SharePoint highly preferred; experience with other technology systems preferred, with the ability to learn new technology systems as needed required.

· Ability to coordinate administrative and clerical procedures and systems such as word processing, managing predominantly electronic files and records, recording meetings or transcription, designing forms, and other office procedures

· Data entry or database management experience

· Ability to read through information and/or reports for comprehension and analyze, summarize, and/or organize information for others

· Bilingual proficiency in Somali, Vietnamese or other language and a commitment to using bilingual language skills on a routine basis a plus.

· Possess a passion for social justice that translates to daily interactions.

· Ability to build consensus and effectively manage conflict.

· Ability to perform under pressure in a fast-paced flexible environment and meet deadlines.

· Ability to self-direct, take initiative, and work independently, while also being able to work as part of a team when assigned to do so.

· Exceptional oral and written communication, facilitation, direct interpersonal workplace communication, and public speaking skills.

· Ability to work with and maintain positive relationships with diverse constituencies and sensitivity in dealing with diversity issues including race, gender, sexual orientation, economic status.

· Flexible and ability to adapt to learning new ideas and concepts, responding to changes and last-minute requests.

· Ability to work evenings several times per month

· Access to reliable transportation and willing to use it for job-related tasks

· Access to mobile phone and willing to use it for job-related tasks

· Effective oral and written communication skills required

· Ability to work in-person (or at home if required by health orders), by June 15, 2021 per California State Health Order and County of San Diego Health Orders, all worked is expected to be in-person.

· Commitment to personal professional growth and development.

· Exude professionalism on the job and maintain emotional composure.

· Excellent interpersonal skills, ability to maintain etiquette in a professional environment, and exude a positive attitude.

 

COVID-19 Safety and In-person Work

· Strictly comply with all applicable public health orders and organizational safety protocols.

· Work as part of a team among colleagues to assist with unforeseen COVID-19-related projects.

· Conduct work in person as health order allow (PPE provided), by June 15, 2021 per California State Health Order and County of San Diego Health Orders, all worked is expected to be in-person.

· Willing to obtain COVID-19 vaccine unless qualified medical condition, unvaccinated staff are required to take a bi-weekly COVID-19 test.

· Remain flexible in order to adjust to changing safety protocols and health orders as needed.

 

Physical Requirements and Work Environment: Work is performed in an office or community setting; employee regularly sits at a computer station and operates electronic equipment 6 to 8 hours per day; occasionally lifts, carries, and positions objects weighing up to 20 pounds. Position involves regular use of a computer and keyboard, telephone, and face-to-face communications; employee should be able to communicate clearly and professionally in all of these manners. Position works in community settings, may be standing at even table, and walks neighborhood for several hours on as needed basis. The employee may spend periods of time sitting, standing, or walking. Employee required to work in-person and adhere to health and safety protocols which may require wearing of facial mask covering nose and mouth for several hours and/or gloves or other PPE (provided). If required by health orders, employ may have to work virtually at home requiring use of virtual meeting technology for several hours requiring focus on a computer screen. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Compensation: The hourly wage range for this regular, full-time, nonexempt position is $15.00-20.00 per hour, commensurate with work experience, skills, and educational background.

 

To Apply: Please submit your resume and cover letter for this position through the Mission Edge San Diego job board at http://missionedge.org/careers. No phone calls, walk-ins, or recruiters, please.

 

Mission Edge San Diego provides equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, gender, sex, gender identity or expression, age, medical condition, sexual orientation, marital status, citizenship, pregnancy, physical or mental disability, genetic information, veteran status, military status, caregiver status or any other characteristic protected by federal, state, or local laws.