Administrative Coordinator, Youth Development Position Summary Under the supervision of the Youth Development Program Manager, the Administrative Coordinator is responsible for supporting the Youth Development Department with program, intake and administrative tasks to ensure smooth daily operations. Responsible for completing documents and reports and submitting them within deadlines, proof reading, scheduling, file management, quality assurance, data entry, maintenance, intake, and program specific projects. Must be a multi-tasker with consistent attention to detail, establishing priorities and meeting deadlines. Candidate responsible for onboarding and training of new staff and for quality assurance, including understanding and monitoring the completion of program objectives, and troubleshooting issues regarding data, flex fund spending, contract audit requirements, etc. and for notifying supervisors of potential problems. All work tasks need to be compatible with agency purpose and philosophy with a clear understanding of the mission of Lifeline Community Services. Must demonstrate knowledge of trauma informed, client driven, and culturally competent care.
Specific Activities Duties include but are not limited to:
- Demonstrates knowledge and understanding of all YD programs, contracts and grants, and tracks reports, due dates and ending dates.
- Assists with quality assurance and with Desk Reviews and program audits, both internal and external, and provides ongoing feedback and troubleshooting, keeping Managers and Director updated.
- Completes and submits monthly and quarterly reports, claims and other contract-related data to Program Manager/Director and contractors/funders on time and accurately.
- Coordinate all referrals, intakes, and assessments for the various YD programs
- Assist in tracking all clients through the intake and assessment process
- Assist in maintaining all logging and back-up data for statistical reports
- Maintain communication regarding status and progress of referrals with all referring parties in a timely manner
- Develop and implement strength-based individual and family case plans
- Advocate, mentor and role-model skills for families such as discipline, communication and general life skills
- Provide family focused psycho-education utilizing evidenced based strategies and a trauma informed approach
- Provide crisis intervention as needed
- Follow all legal and ethical guidelines pertaining to the treatment of youth and families as per the state and county requirements (e.g., Child Abuse reporting, Duty to Warn, Confidentiality, Grievance Procedures, Serious Incidents and Elder Abuse).
- Supports department Program Manager in hiring processes as needed including reviewing applications, conducting phone screenings, reference checks, etc.
- Support department programs, as needed with admin. onboarding items
- Assist with IT needs
- Conducts purchasing and maintains copies of requests of program items, WRAP requirements, training and conference registrations, flights, hotels, etc.
- Works with support staff throughout the entire agency to support smooth running of program activities and agency needs.
- Enters client and programmatic information into program-specific databases and reviews and edits existing data files as appropriate.
- Develops various manuals and conducts research and statistical analyses as requested by Director.
- Generates monthly financial reports for program and serves as liaison between Fiscal Department and Program Manager/Director regarding fiscal updates. Fill in for other YD programs as needed
- Develops and implements administrative policies and procedures and follows up with program staff to ensure compliance.
- Maintain written records of any communication from the COR regarding pre-approval of specific items.
- Participate in case supervision and program evaluation
- Assist and coordinate fieldtrips and outings
- Collaborate and maintain professional relationships with Juvenile Court, Juvenile Probation and Law Enforcement entities and other referring parties, to include receiving referrals and providing progress reports
- Assist with Case Management as needed by providing culturally competent assessments, phone intakes, check-ins for youth and their families, identifying family needs, providing crisis intervention and stabilization supports.
- Participate in all required meetings and trainings
- Attend agency, collaboration, and community meetings as needed
- Assist with reception coverage on a weekly basis
- Provide administrative duties and meet all contract requirements
- Knowledge of and respect for diverse cultures
- Other duties as assigned
Required Education and Experience Minimum of a Bachelor's degree required. Ability to type at least 40 words per minute. Accurate spelling, grammatical usage and excellent communication skills. Knowledge of MS Word, including strong formatting skills. Good working knowledge of MS Excel, Outlook, Publisher, and other current software as necessary. This position requires strong time management skills, exceptional attention to detail, organizational skills and flexibility. Must have superior proofreading and editing abilities. Must be able to work accurately in a timely manner with little or no supervision. Able to prioritize tasks. Ability to work well with others. Must have neat appearance and dress appropriately for an office environment. Must have a pleasant voice and manner. Ability and interest to increase responsibilities and achieve professional growth. Reliable transportation. Must be able to available for a flexible schedule and office locations as needed. Bilingual-Spanish required including reading and writing.
Knowledge, Skills, and Abilities Required: Establish and maintains effective working relationships while showing open mindedness and a collaborative spirit. Compatibility with agency purpose, goals, philosophy, and approach. Demonstrates enthusiasm and passion for their work. Utilizes a creative approach to problem solving. Interactions with others reflect a spirit of honesty, humbleness, and self-awareness. Accepts constructive criticism with a positive attitude and willingness to implement change. Ability to work well independently and demonstrate appropriate initiative. Must demonstrate knowledge of trauma Informed, client driven, and culturally competent care.
Other Requirements Reliable transportation. Must have a California driver license and good driving record. Willing to use own, properly insured, reliable vehicle for the job (mileage reimbursed). Employment subject to clearances, including background finger printing checks, driving record, tuberculosis testing, and drug testing.
Physical Demands/Work Environment 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 frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee may be exposed in an extremely stressful environment where there are considerable mental and emotional demands. Travel is required to client homes. Employee may be exposed to weather conditions prevalent at the time. The employee will be required to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer.
Equal Employment Opportunity Statement North County Lifeline DBA Lifeline Community Services ("Lifeline") is steadfast in its commitment to ensuring an inclusive workplace where diversity is celebrated and discrimination is not tolerated. We adhere to all federal, state, and local laws concerning employment discrimination and provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.
In California, we extend these protections to include ancestry, medical condition, genetic characteristics, mental or physical disability (including HIV and AIDS), familial status, citizenship, primary language, immigration status, and age (40 and above) among others, recognizing and valuing the diverse backgrounds and perspectives that all individuals bring to our team.
Lifeline is committed to complying with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA) by providing reasonable accommodations to qualified individuals with disabilities and by ensuring that our employment practices do not discriminate against any individual.
We believe that diversity fuels innovation and creativity, and we are dedicated to building a team that reflects a variety of backgrounds, perspectives, and skills . click apply for full job details