Job Title:  Administrative and Programs Coordinator

Supervisor: Administrative and Programs Manager

FLSA Status: Non-Exempt

Date: September 2023

Hours: Full Time, Tuesday - Saturday, 10:30am – 7:00pm

Rate: $20.00 - $22.00/hour DOE

 

 

 

Job Overview

Reporting to the Administrative and Program Manager, the Administrative and Program Coordinator provides administrative and clerical support for the El Camino Homeless Organization (ECHO) and assists with programs for shelter residents and visiting clients. This position has no supervisory responsibilities. The Administrative and Program Coordinator will work closely with the Administrative and Program Manager but will also assist the whole ECHO team with their administrative needs and coordinate with them to provide enrichment activities for the adults and children of the shelter.

            We are looking for a person who is passionate about engaging individuals experiencing homelessness, can work independently, and is a team player. We are looking for someone who can work full time, Tuesday - Saturday, 10:30am – 7:00pm with flexibility to occasionally adjust their hours depending on ECHO’s needs.

 

Essential Duties & Responsibilities

 

1. Coordinates the shelter activities/programs at the shelter. Greet and thank our program facilitators and volunteers during their activities.

2. Assist residents with general requests.

3. Assists with ordering supplies for the office and client needs.

4. Performs administrative tasks, including but not limited to: filing, making copies, maintaining office cleanliness and organization, processing deposits, and special projects as assigned.

5. Enters donation and donor information into donor database in a timely and accurate manner.

   1. Mails out recognition letters to donors.

6. Maintains adequate inventory on all office and stationary products and places orders as needed.

7. Maintains accurate and complete staff meeting minutes and sends them to the team prior the following week’s staff meeting.

8. Assists Administrative and Programs Manager with grant tracking and invoices.

9. Coordinates with contracted staff (cleaners, water delivery, document collection, etc.) to ensure that deliveries and services are performed.

10. Assists Administrative and Program Manager with coordination of programs for clients. This includes but is not limited to: scheduling and training volunteers for programs, setting up and breaking down programs, being the in-person point of contact for volunteers and agency partners.

11. Assists Administrative and Program Manager with program retention, planning, and execution.

12. Assist with sorting and putting away shelter donations.

13. Stocks supplies for the shower program daily including: stocking and organizing the clothing rack, stocking shower products outside of bathrooms, and putting towels out.

14. Assist other staff with special projects as approved by supervisor.

15. Attend trainings that are pertinent to working with the unhoused population.  

16. Assist with HMIS client data entries.   

17. Answers main phone line and directs calls accordingly.

18. Answers the ECHO front door and assists clients, donors, volunteers, community members.

19. Other duties as assigned.

 

 

Knowledge, Skills, Talents, & Abilities

 

1. Provide respectful engagement to adults with histories of chronic homelessness, serious psychiatric disabilities, and co-occurring substance use disorders.

2. Provide culturally competent support to a diverse population.

3. Use de-escalation skills & trauma informed care approach when issues arise.

4. Excellent oral and written communication skills and the ability to interact with all departments/levels of the organization and outside third parties in a highly professional manner.

5. Ability to work with diverse populations including those facing challenges in the areas of mental health, domestic violence, child welfare services and aging.

6. Excellent time-management and organizational skills with the ability to work independently and take initiative.

7. Calm demeanor; Able to work under pressure; Able to respond to a crisis situation, health or safety issue and take appropriate and immediate action.  

8. Able to maintain a high-level privacy and confidentiality of employees’, guests’ and clients’ information.

9. Knowledge of universal precautions and what constitutes a medical or situational emergency.

10. Understanding of mandated reporting laws.

11. Must be professional, flexible, friendly, and work as a team player.

12. Assume ownership for accomplishing assignments, requests and tasks.

13. Intermediate knowledge of Office Suite, including WORD, EXCEL, and PowerPoint.

14. Employment is contingent upon meeting all job requirements.

 

Education and/or Experience

• High School Diploma/GED or equivalent experience.

• At least two years of administrative experience.

 

Certificates, Licenses, Registrations

< >Must possess a valid California Driver’s License.Must have a reliable vehicle, clean driving record, and proof of insurance. Must be willing to travel throughout San Luis Obispo County.

ECHO’s Cultural Norms

Greet all people with a smile and kindness.< >Listen without judgement and consider matters from another's perspective.Give everyone the chance to change and grow.Treat one another with dignity and respect.Be open to provide or receive feedback.Resolve conflict in a timely and constructive way.Willingness to be adaptable. 

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee often is required to stand and walk, including stairs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Use of your arms and legs and moving your whole body, such as lifting, balancing, walking, stooping, climbing stairs, and handling of materials.

 

Work Environment  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The Admin Offices are located upstairs, with only stairway access. Noise level varies from quiet office environment to very noisy shelter and dining hall. Variable work environment; work is conducted mostly indoors.

 

 

ECHO is an equal opportunity employer and does not unlawfully discriminate on the basis of race, creed, national origin, disability, sex, gender identity, marital status, age, or any other protected status covered by federal or state law.

 

This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.

 

 

To apply, please submit a cover letter, resume, and 3 work related references to Mimi Rodriguez at mrodriguez@echoshelter.org