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JOB NOTICE: ADMINISTRATIVE COORDINATOR

Looking for a role where you can contribute to changing life in foster care for young people across the country? Consider joining the team at FosterClub, the national network for young people in foster care (learn more about us at www.fosterclub.org). 

 

FosterClub seeks an energetic, organized, and adaptable person to fill the role of Administrative Coordinator at our Seaside, Oregon headquarters.  The Administrative Coordinator provides reliable and varied clerical and administrative support to our staff and is often the first point of contact for those who reach out to our organization.  The Administrative Coordinator ensures that youth, supportive adults, child welfare professionals, and others such as donors, volunteers, and members are given prompt assistance on a variety of issues or needs.  Keeping the organization’s operations running smoothly and contributing to successful programs are priorities for the Administrative Department.

 

This is a full-time (40 hours per week) non-exempt position reporting to the Finance & Office Manager with a pay range of $16.25 - $18.25/hour depending on qualifications.  A six-month probationary period applies; quarterly performance and compensation evaluations are standard throughout the organization. The regular work schedule will be 8:30AM - 5:00PM Monday through Friday with a 30 minute lunch; some extended hours and/or schedule changes may occur, primarily during the months of May-August.

 

FosterClub offers generous paid time off, 10 paid holidays plus a birthday holiday each year, fully paid medical and dental coverage for full-time employees, and participates in the OregonSaves retirement program.  Information about our work environment and culture can be found in the FosterClub Culture section of this job notice.  

 

What You’ll Do

  • Keep the office running smoothly by answering phones, greeting visitors, running errands, undertaking general office upkeep and organization, coordinating meeting logistics and handling supply management.  
  • Provide administrative and technical support to multiple department teams and individuals.
  • Perform data entry and data analysis, including use of a CRM database and bookkeeping software. 
  • Oversee orders from our online store and manage the fulfillment, shipping, and inventory counts of publications and products.
  • Serve as the primary customer service representative for the organization, managing a variety of requests for assistance both externally and internally.
  • Handle a variety of travel logistics for youth and staff and supervise the use and maintenance of our organization-owned van.
  • Act as the key contact for intern housing including regular house checks, solving/coordinating maintenance needs, purchasing consumable supplies and assisting with furnishings inventory.
  • Other duties as assigned and as skills demonstrate capacity (this list is not meant to be exhaustive).
     

Who You Are

  • You enjoy interacting with a variety of people and have been commended at work for being friendly, welcoming and exhibiting excellent customer service.  
  • You take pride in administrative work and understand the value to a team when that work is done well.
  • You are organized and care about the details.  You’re the person who catches things that would otherwise fall through the cracks.
  • You can juggle multiple tasks or projects and prioritize them accordingly.  You meet your deadlines, often with time to spare.
  • You have strong oral and written communication skills and are an active listener.
  • You respond calmly when something unexpected occurs and don’t mind the challenge of last minute requests or changes.
  • You are a self-motivated, proactive individual but also enjoy working in teams.
  • You are thoughtful when giving feedback and are open and receptive to receiving it in kind.
  • You are comfortable with technology, are excited to learn and implement new things, and are one of the first at work to volunteer to learn and/or refine systems.  
  • You have impeccable integrity and judgement when handling sensitive or confidential information.
  • You are able to effectively engage with a diverse team of staff and young leaders, especially youth of color and youth who may identify as LGBTQ+, or otherwise gender-nonconforming; and are committed to reducing the impacts of structural and interpersonal forms of racism, homophobia and related oppressions. It would be really great if you have worked directly with people from diverse racial, ethnic, religious and socioeconomic backgrounds. Even better if you know something about anti-racist organizing principles.

What You’ve Already Done

  • Obtained a high school diploma or equivalent; an AA or BA/BS is desirable 
  • Completed a minimum of three years of work and/or volunteer experience and shown increasing responsibility in a fast-paced office environment, and have some experience working with and supporting multiple departments and/or department managers at the same time. 

OR

  • You are able to show a satisfactory equivalent combination of education, experience, and training which demonstrates the knowledge, skills, and abilities to perform the job successfully
 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to:

  • Sit at desk keyboarding and on the telephone - Frequent
  • Drive - Frequent (must have valid DL, reliable vehicle, insurance; ability to drive 12-passenger van)
  • Lift ≤40lbs - Frequent
  • Lift ≤50lbs - Occasional
  • Bend, squat/rise, twist 
  • Climb stairs - Occasional
  • Light housekeeping or maintenance activities (in office or at intern housing) - <10% of the time
 

Travel

Frequent, routine local travel (1-20 miles) for errands. May transport staff, interns, or others on an occasional basis (more frequent during the summer internship season). Very occasional overnight travel may be required for program or other needs.  Frequent extended local (5-150 miles round trip) travel during summer internship season, including providing transportation to/from airport and enrichment activities.

 

To Apply

  • A resume and cover letter, submitted in PDF format, are required.  Please submit these to Nissa Roberts, Finance & Office Manager, via email at nissa@fosterclub.com    
  • Due to limited resources FosterClub will only contact shortlisted candidates 
  • Any offer made will be conditional on receipt of two satisfactory references (from a recent employer or supervisor and a character reference)
  • Upon receipt of a conditional offer of employment the applicant will be expected to undergo a criminal background check and motor vehicle records check 
 

The FosterClub Culture

FosterClub is located in a light-filled, open-plan office situated just blocks from the beach and downtown Seaside. We regularly welcome the well-socialized, well-behaved dogs of our staff into the office. Our dress is best described as casual to business casual. Each week includes a Wellness Hour which may offer guided yoga classes or the opportunity to take a walk, meditate, or participate in other individually-directed wellness activities. Our team actively engages in both individual and collective work to support meaningful diversity, full inclusion and equitable outcomes. We provide consistent and ongoing opportunities for collaboration, innovation, and coaching. Regularly scheduled 1:1 staffings, full staff meetings, and/or program team meetings are held to allow for conversations that then lead to improved individual, team, and organizational performance. Yearly staff retreats offer time to refocus and strategize as well as space for team-building activities, shared meals, and fun.

 

Our days are routinely fast paced and our to-do lists can be unpredictable.  We may find ourselves working long hours in order to welcome a new session of All-Star interns, complete a grant application or report, get a project across the finish line, or to assist youth as they prepare to share their experiences and recommendations with others who are committed to improving the child welfare system.  We expect staff to strategically prioritize multiple tasks or projects in order to bring an assignment or program vision to life. We value a growth mindset, a can-do attitude, and the willingness to dig in to create space for “FosterClub Magic.” Our work is sometimes difficult, but always rewarding. FosterClub strives to create an environment in which high levels of professional performance and accountability are the norm, balanced with the benefits and flexibility that support healthy work/life harmony. 

 

Equitable Employment Opportunity Statement
FosterClub is committed to building a more just, diverse, inclusive and accessible work environment. We strive to be a workplace where people of color, LGBTQ+, and those with non-traditional career paths can thrive. As an Equal Opportunity Employer we are also committed to upholding applicable federal, state, and local laws and regulations prohibiting unlawful discrimination in employment on the basis of age, ancestry, gender identity or expression, marital status, national origin, political ideology, race, religion, sexual orientation, veteran status, or the presence of a physical, cognitive, or sensory disability. Black, Indigenous and other People of Color (BIPOC), LGBTQ+ folx, women and people with lived experience in foster care are urged to apply.

 

To learn more about FosterClub please visit www.fosterclub.org

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Nov 6, 2019 By nissaroberts