Admin/Program Coordinator. This position calls for an office/administrative assistant (purchases, relationships with suppliers, maintaining inventory, HR tasks, letters, and grant coordination) along with involvement in programs (program support, outreach, group facilitation, and peer support).
Office Maintenance and Daily Operations
- Front desk coverage in partnership with Program Assistants.
- Maintain inventory of supplies and ensure efficient operation of office equipment by scheduling repair and service calls.
- Organize supplies, including kitchen, program, and general office supply cabinets.
- Develop and maintain effective administrative and office systems, including file maintenance, routing mail, maintaining our email list, and vendor relations.
- Maintain HR database
- Serve as the primary contact for checking out laptops, projector, use of the Smart Screen, and other equipment.
- Each week, delete all files on the share drive that have been scanned to ensure confidentiality.
- Support the Finance Director with maintaining and updating the phone system.
Staff and Program Support
- Support staff with ordering program supplies by keeping detailed inventory and replenishing supplies commonly used by programs.
- Take minutes at staff meetings, coordinate food for celebrations, and ensure conference room is set up for meetings. Plan special occasions, including birthdays and anniversaries monthly.
- Work closely with the Bookkeeper to make travel arrangements for PEERS related activities, including conferences and presentations. Process POs and other program related documents as needed.
Executive Team/Board Support
- Plan and execute organization-wide meetings, such as staff meetings and trainings. Take lead on special projects, such as year-end staff celebration.
- Serve as liaison to Finance team, providing reports as needed to those responsible for financial oversight, including purchase orders.
- Interfacing with contractors to gather and file proper paperwork for payments to go through as smoothly and quickly as possible.
- Support board meetings by coordinating meeting time/place with board members, set up meeting space, order food, transcribe board minutes, and offer general support for recruitment of new board members.
- Individual giving: light support to fundraising.
- Provide support for hiring of new staff and interns, including tracking applicant materials, email correspondence, and scheduling interviews; schedule on-boarding process and provide paperwork to new hires to provide to finance/HR; and support other needs as requested.
- Assist with completing check-off list for exit of staff.
- Coordinate logistics for meetings, groups, trainings, events related to program activities.
- Monitor costs for all program-related activities, ensuring appropriate tracking of budget items.
- Facilitate presentations, trainings, and focus groups, and support groups including the Wellness Recovery Action Plan (WRAP) groups.
- Provide PEER support to individuals as needed.
SPECIFICATIONS, QUALIFICATIONS, and COMPETENCY FACTORS
- Experience as a mental health consumer and/or family member is at the core of our mission and vision. We are seeking someone who understands that we are a peer-run and operated organization that honors lived experience as an expertise in the field of mental health.
- Demonstrated ability to maintain confidentiality and professional boundaries regarding HR and other sensitive areas of operations.
- At least two years of experience as a receptionist, program assistant, office coordinator, or administrative support roles highly desired. Work experience at a non-profit organization preferred.
- The person in this role must be organized and detail-oriented with exceptional oral and written communication skills.
- Skilled at managing multiple tasks simultaneously, working under pressure, and handling a high volume of tasks with quick turnarounds.
- Ability to take initiative and work independently and proactively to meet deadlines and expectations; ability to work as part of a team.
- Demonstrated ability to work with diverse populations.
- Computer literacy with strong competency in MS Office Programs (Word, Excel, PowerPoint) and Google programs (Gmail, calendars, Shared Drive).
- Graphic design experience a plus.
- Knowledge of Drupel or WordPress a plus.
- Group facilitation experience a plus
WORKING CONDITIONS AND JOB SETTING
- Program headquarters is a standard office setting on the second floor of a multi-story building, requiring use of an elevator for access.
- Innovative, mental health consumer driven organization with strong ties to the community.
- Environment with diverse populations routinely coming in for workshops or training.
- Business hours are Monday – Friday, 8:00am – 4:30pm, with some weekends and evenings.
Employment Status/Compensation: Full-time, Salary Non-Exempt employee with benefits (Compensation Range: 44K – 50K)
To Apply: Please complete ALL application steps to be considered for this position. This position will remain open until filled.
- Submit a resume, cover letter, and supplemental questionnaire by e-mail to Lynn Rivas at firstname.lastname@example.org . Position open until filled. Please include Admin/Program Coordinator as the subject line in the email.
- Supplemental questionnaire:
- Do you identify as having lived mental health experience or do you have a family member with lived experience?
- Briefly describe your office experience.
- Briefly describe your experience working with individuals with mental health challenges.
Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Perform other duties as assigned.
PEERS is an equal opportunity employer that values diversity as central to our work serving underrepresented communities, and we encourage candidates from a wide range of backgrounds to apply. People of color, women, transgender people, LGBQI people, and people with disabilities are encouraged to apply