The Office Coordinator will provide administrative support, office management, and on site community member triage and support for the Northern Berkshire Community Coalition.
Hours: 1 FTE
Reports to: Executive Director
Exempt Status: Exempt
Administrative Responsibilities: (include but are not limited to)
- Reception Desk Functions; answer incoming calls, take messages, forward calls, answer routine questions, reminder phone calls for appointments/events, sign-in visitors to the nbCC office, and direct visitors to appropriate staff, as appropriate.
- Triage youth, families, and community members who are seeking supportive services through the Coalition for appropriate internal and external referrals, information, and provision of emergency support.
- Responsible for the biennial Community Resource Guide and publication in collaboration with the Communications Coordinator.
- Organize, maintain, and build on the organizational historical archives.
- Participate in regular nbCC meetings as required, with the responsibility of accurately recording key details discussed during meeting, decisions made, action items assigned, deadlines, next steps, and create a comprehensive record of the meeting for future reference and follow up.
- Coordinate the annual programmatic review process for nbCC areas of work and programs.
- Assisting with overall office management; including but not limited to, purchasing supplies, maintaining an office inventory list, and overall organization of the nbCC offices, the UNO Community Center site, and other off-site locations as appropriate.
- Data entry within the Family Resource Center CRM system, Community Connections CRM system, and enter the monthly nbCC organizational data.
- Organize and prioritize updating organizational calendars, organizational contact information lists, resource materials, nbCC document storage, and bulletin boards.
- Manage new hire onboarding and staff departure processes for nbCC.
- Manage the use of the UNO Community Center:
- Schedule and coordinate the calendar of events and programs for the UNO Community Center.
- Meet with potential renters to sign agreements.
- Review the Rental Use Agreement Form; expectations for use of space, parking, trash disposal, payment, opening & closing times for the rental.
- Collect signed Rental Use Agreement and appropriate rental & deposit fees.
- Work with the Community Connections Coordinator to confirm with the UNO Steering Committee who is responsible for the opening & closing of the Center for the rental time.
- Volunteer Coordinator:
- Complete onboarding paperwork with a volunteer
- Be point person for coordinating and scheduling volunteers
- Support connection of volunteers with nbCC programs
- Coordinate the completion of CORI forms with the Executive Director or Business Manager for any facilitators, presenters, volunteers, etc.…
- Maintain an organized calendar schedule of appointments and tasks, maintain accurate documentation of mileage, expenses, and all documentation as required by nbCC.
- Attend all professional development trainings as required.
- Work independently and within a team on special non-recurring and any ongoing projects.
- Support & attend any nbCC event, activity, or program deemed as “all hands-on deck” or as assigned.
- Ensure that the principles of health equity, anti-racism, and community-driven decision making are integrated into every aspect of nbCC’s organizational efforts.
- Comply with nbCC policies and procedures.
Qualifications:
- Bachelor’s Degree with minimum 3 years of related experience preferred.
- Excellent time management, attention to details, organizational skills, and ability to problem solve.
- Bilingual, a plus
- Knowledge of local community resources and community-based providers, state human service systems, and familiarity with local school districts and key players.
- Experience working within a human service agency, as well as working with families and individuals with complex risk factors and needs.
- Comfort with public speaking, convening, and facilitation skills.
- Experience and comfort working with all types of people in a variety of groups.
- Demonstrated maturity and self-awareness as it relates to working 1:1 with individuals in the community.
- Cultural competency.
- Commitment to working in the community to help address key issues.
- Strong written and verbal communications skills.
- Ability to understand concepts of confidentiality and privacy.
- Technical capacity and comfort with computer.
- Ability and desire to work in a team environment.
