Administrative Coordinator

This position is part of the Residential Services Department (RS) as well as the Housing Planning, Development and Operations Department (HPDO). The Administrative Coordinator supports the overall fiscal, contractual and administrative operations of the program and provides assistance to the RS management staff and HPDO staff.

• Support and coordination of ongoing agency operation at the Sand Point housing campus, including: booking meeting rooms and maintaining shared calendars for the housing campus; recording and distributing minutes for property management, construction, development, program management, and related agency meetings; assisting HPDO and RS management staff compiling data and assembling reports; assist HPDO staff and RS management with planning and tracking for projects in-progress.
• Assist with the preparation of budgets and statistical outcome information for all contracts and private grant applications and collaborates with Sand Point Managers, Resource Development and Contract Monitors in preparing and submitting applications. Route, track and maintain government contracts and numerous private grants that operate on different fiscal calendars. Prepare, submit and track contract amendments. Compile client service and demographic information from Excel database to prepare and submit all monthly, quarterly, semi-annual and annual reports. Monitor outcomes to ensure they are in compliance with contracts and prepare monthly reports;
• Work to foster an atmosphere of support and safety for residents, staff and volunteers. Arrange pick up of confidential recycling, rotating HR postings; distributing materials and provide support for Emergency Preparedness Committee. Program Administrator for Equifax credit reporting account; perform credit checks for clients.
• Trouble shoot copier, fax and printer problems and coordinate equipment repairs as needed. Act as primary contact for IT for troubleshooting computer issues. Assist with selection of vendors and supervise the purchase and distribution of all office supplies for staff and client supplies consisting of house wares, food, linens, clothing, and cleaning and personal hygiene products. Coordinate with the Operations, Services and Property Management in assessing building, janitorial and equipment needs for Campus housing, select vendors and supervise purchasing. Oversee the intake and distribution of all the in-kind donations.
• Establish and revise administrative systems and procedures as needed. Organize and maintain financial, personnel and general administrative records and files, including annual file purge and rotation to storage. Verify accuracy of and submit all timesheets to finance, review monthly leave balances, investigate discrepancies and forward them to supervisors. Develop annual Excel timesheet files for all Sand Point Campus staff including inputting contract allocations, revising as needed to ensure contract compliance.
• Work to foster an atmosphere of support and safety for residents, staff and volunteers. Help maintain order and security in the buildings and communicate/enforce program policies and procedures.
• Participate in program, department and agency meetings and relevant trainings as required.
  The duties listed above are intended only 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.