Bilingual Administrative Coordinator

  • House of Ruth MD
  • Dec 28, 2022
Full time Administrative

Job Description

Position Summary: The Bilingual Administrative Coordinator is responsible for overseeing the daily site operations at HRM’s Highlandtown office site, a site that conducts business in both English and Spanish.  The Administrative Coordinator is the first contact the public has with House of Ruth Maryland at the Highlandtown office and is responsible for setting a helpful, welcoming, and informed tone for visitors. Many of the individuals seeking services at the Highlandtown office have experienced multiple traumas.  In addition to intimate partner/ sexual violence (IPSV), many have also experienced violence during the immigration process, violence in their home country, and community based violence that includes discrimination and hate crimes.  These complex traumatic events shape how survivors  interact with the people around them, and the Administrative Coordinator must be comfortable engaging traumatized people, who may present for assistance in a variety of emotional states and not always be clear about what they are seeking from us.  The Administrative Coordinator engages visitors with sensitivity, with safety in mind, and assists visitors in getting to the right person to address their needs in an efficient and confidential manner.  The Administrative Coordinator is also primarily responsible for the ensuring the day to day operations of the Highlandtown office site run smoothly, coordinating schedules for coverage, site and community events; managing the use of spaces on site; interacting with vendors; and managing the food pantry logistics.  Much of the work is self-directed and this position works daily to handle a wide range of situations, relying on sound judgment to accomplish goals.

Standard Schedule: Standard hours for this position are Monday- Friday, starting at 9:00 am and finishing at 5:00pm.  This position is based on site 95% at HRM’s Highlandtown location.  Local travel around the Baltimore Metropolitan area encompasses up to 5% of the position. 

Primary Responsibilities:

  • Carries out routine office activities such as answering a multi-line phone system in Spanish and English, fielding questions, routing calls, mail handling and distribution, maintaining office and building supply inventory, making service referrals, and other tasks as needed.
  • Acts as the primary staff member for coverage at the Highlandtown office site; works with HRM staff to create a fair and reliable backup coverage system, ensuring two people are in the building at all times.
  • Maintains an efficient, professional, and pleasant environment, troubleshooting office equipment problems, and arranging for and coordinating office equipment repair.
  • Manages the Highlandtown schedule of events, staff contact lists, and staff work schedules.  Updates the shared calendar and distribute information and reference tools to staff.
  • Screens and assists program participants, visitors, donors, and vendors for entry into the facility.  Enforces visitor confidentiality policy and donation policy, and keeps a current list of who is on site at all times.
  • Provides administrative support, scheduling and special project assistance for the Center’s programming, including the agency’s annual survivor focused Christmas party.
  • Sets up meeting rooms, arranges for refreshments, prepares materials for meetings, and cleans up after meetings.
  • Provides technical support and limited training to program staff on use of computer hardware and software, fax machine, copier, and other equipment, to resolve problems and upgrade skills.  Liaison with HRM information technology staff on issues related to software and hardware problems.
  • Acts as building captain for Emergency Preparedness plan.
  • Completes routine data entry tasks efficiently and accurately.  Produces reports as required.
  • Coordinates internal site communications (e.g., calendars, contact lists, etc.) and assisting with communications between programs and external community partners
  • Maintains strict confidentiality with respect to victims, sensitive documents, and program projects and communications.
  • Assists Outreach team with administrative functions of the Food Pantry, including inventory, stocking, and distribution activities.
  • Identifies opportunities to utilize trainees and volunteers to enhance operations
  • Takes initiative and creates systems that improve efficiency and effectiveness of administrative functioning of program, including the creation, update and maintenance of a procedure manual.

Experience/Requirements:

  • Three years of paid or volunteer experience providing administrative tasks with progressively more responsibility.  Associate degree in Human Services field may substitute for one year experience.
  • Oral and written fluency in English and Spanish. Strong writing and proofreading skills.
  • Experience with office organization and equipment including multi-line phones
  • High level of comfort using the full Microsoft package (Word, Excel, PowerPoint & Publisher), operating email, and researching & retrieving information from the internet
  • Excellent oral and written interpersonal skills with a strong ability to relate to a diverse range of individuals including victims, children, donors, business leaders, human service providers, and donors.
  • Demonstrated ability to de-escalate strong emotions from customers or clients.
  • Demonstrated ability to juggle multiple competing tasks and timelines.
  • Must pass Criminal Background Check.

Highly Preferred Skills:

  • Experience in direct service provision with the Latinx immigrant community.
  • Knowledge and understanding of intimate partner and/or sexual violence. 
  • Knowledge of local human services programs/ agencies and housing resources.
  • Ability to lift and carry items up to 20 pounds.

URL

https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=5162669