Office Administrator

The Office Administrator’s role is to manage the CCEH office, facilitate property maintenance, and assist the Executive Director and senior staff with administrative matters.

The Concord Coalition to End Homelessness is a non-profit organization dedicated to the vision of a Concord area community where everyone has a safe, decent, stable and affordable place to live. 

Job Summary

The Office Administrator will provide administrative and clerical support/leadership for the operation of the Concord Coalition to End Homeless (CCEH) and the work of its Executive Director.

Essential Functions

• Provides administrative and clerical support to the senior staff including processing of mail, digital and non-digital filing.
• Arranges aspects of special events, including scheduling of CCEH facilities and rentals.
• Prepares, edits, and/or copies digital and non-digital mail and materials for dissemination.
• Answers incoming phone calls.
• Assists with onboarding and scheduling volunteers.
• Arranges minor building repairs and routine building maintenance and inspections.
• Manages inventory and procurement of office equipment and supplies.
• Gathers and monitors time sheets.
• Data entry into donor database systems
• Participates in regular staff meetings
• Other duties as needed.

Minimum Qualifications

• Able to operate confidently in Office 365, and familiarity with Donor Snap (or equivalent), Constant Contact (or equivalent), and social media.
• A Bachelor’s Degree or equivalent.
• 3+ years of experience providing administrative and clerical support/leadership.
• Demonstrated writing skills.

Core Competencies

• Diversity, Equity, and Inclusion:  Regards diversity as a core value; holds a commitment to anti-racist practices that foster a multicultural environment; strives to build and sustain an inclusive and equitable workplace; is open to continual self-reflection, learning, and growth in this area and encourages this attitude in others.
• Managing Mission and Goals:  Demonstrates understanding and support of the mission and vision of the Concord Coalition to End Homelessness; talks and conceptualizes beyond the here and now to a larger sense of purpose; is optimistic; helps others own the CCEH mission and vision.
• Integrity and Trust:  Is widely trusted; practices direct, honest, and transparent communications; maintains confidentiality; admits mistakes; responds to situations with consistency and reliability; is authentic.
• Interpersonal Relationships:  Relates well to all kinds of people; builds appropriate rapport; builds constructive and effective relationships; considers the impact of his/her actions on others; uses diplomacy and tact; helps others save face in difficult situations; is easy to approach and talk to; avoids communication triangles.
• Team Orientation:  Demonstrates interest, skill and success in team environments; promotes group goals ahead of personal ones; is a resource to other members of the team; understands and supports the importance of teamwork and takes responsibility for his/her part in the success or challenges of the team.
• Composure:  Is cool under pressure; does not become defensive or irritated when times are challenging; is considered mature; can be counted on to hold things together during challenging times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.
• Conflict Management:  Deals with problems quickly and directly; steps up to conflicts, seeing them as opportunities; reads situations quickly; good at focused listening; settles disputes collaboratively and equitably; finds common ground and gets cooperation.
• Written and Oral Communication:  Is able to write clearly and succinctly in a variety of communication settings and styles; expresses himself/herself clearly in conversation and interactions with others; summarizes or paraphrases his/her understanding of what others have said to verify understanding and prevent miscommunication.
• Flexibility:  Is open to different and new ways of doing things; can shift gears comfortably; able to see the merits of perspectives other than his/her own; demonstrates openness to new organizational structures, procedures, and technology; switches to a different strategy when an initially selected one is unsuccessful; can decide and act without having the total picture.
• Organizing:  Can marshal resources to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Time Management:  Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; can attend to a broader range of activities.

Reports to:         Executive Director

Supervises:         N/A

Status:                 Part-time (20-25 hours per week, 5 days per week)

FLSA:                    Nonexempt (hourly)