OVERALL SUMMARY

The Operations Coordinator is responsible for managing general operations and facility issues, office management, front desk support and program support at our facility at our Waller St. location The Operations Coordinator is also responsible for creating a welcoming and supportive environment for clients, Prevention Center staff and our public and private partners. The Operations Coordinator supervises the Operations & Program Support Assistants. When appropriate the Waller St Operations Coordinator will work in partnership with the 3rd St. Operations Coordinator to support all operational needs for the Prevention Center.

ESSENTIAL FUNCTIONS

Facility Management

  • Monitor and manage facility requests from staff
  • Work cooperatively with the vendors to repair, replace and service all facility needs
  • Create and manage all vendor RFP processes and service contracts
  • Manage unbudgeted maintenance, repairs and replacements
  • Supervise and record all routine maintenance, repairs and replacements
  • Be available for after hour emergency responses
  • Develop a system to receive, manage and address facility-related concerns

Office Management

  • Form and maintain effective relationships with Prevention Center staff and assistance as needed.
  • Establish systems and coordinate paperwork and supplies to meet program needs.
  • Ensure appropriate record keeping and the ability to easily share and retrieve information in both paper and digital formats.
  • Oversee appointment and room scheduling systems.
  • Manage the Prevention Center’s system to monitor and update all policies and procedures.
  • Sort and distribute incoming mail and provide support for outgoing mail.
  • Provide support in reviewing, logging donations received by the Prevention Center and making weekly bank deposits.
  • Produce correspondences such as letters, memos and flyers as requested
  • Research, manage, organize and/or provide support on administrative short-term projects as requested
  • Perform data entry for various programs and services offered from the Prevention Center
  • Coordinate staff and partner breakfasts, lunches and other events as needed
  • Develop and maintain systems for the Prevention Center staff assigned to Waller Street to share responsibility in maintaining order and cleanliness of the kitchen, counseling rooms and conference room facilities
  • Supervise administrative staff regarding specific administrative projects to ensure deliverables and alignment with organizational priorities

Program Support

  • Form positive relationships with staff while providing appropriate levels of administrative program support
  • Childcare, answering parents’ questions, supporting on and off site partners to provide high quality services to children and families
  • Maintain a clean and safe environment
  • Build supportive relationships with parents
  • Answer multi-line telephone and route calls to appropriate staff
  • Greet clients arriving for appointments with a warm, welcoming, accepting tone
  • Manage the appearance of client areas by setting up the waiting area and interview rooms, stocking program supplies, fliers and bulletin boards, including updating flyers and other informational material as needed
  • Undertake other duties as assigned

ESSENTIAL REQUIREMENTS & QUALIFICATIONS

  • A minimum of two years front office experience with proven, reference-verified performance in administrative and project management roles
  • Proficient with Microsoft Office suite and internet search. General computer literacy and ability to quickly become proficient in new database systems
  • Must possess high level of confidentiality
  • Bi-lingual skills, preferably in Spanish, are highly desirable

ESSENTIAL TRAITS

  • Calm and caring demeanor
  • Must be patient and approachable
  • Must possess exceptional customer service skills
  • Culturally competent
  • Ability to work with high-risk populations
  • Ability to work with a diverse ethnic and cultural population
  • Problem solving skills
  • Ability to assess and calmly manage crisis situations
  • Ability to work in a fast pace and high-pressure environment
  • Ability to work independently, seeking guidance where necessary and appropriate
  • Organized and efficient
  • Ability to handle multiple projects simultaneously
  • Excellent organizational skills and high attention to detail
  • Growth oriented, flexible and comfortable with ambiguity
  • Desire to step into new and changing roles as programs evolve
  • Flexibility to handle changing priorities
  • Dependable, proactive, collaborative and a team player
  • Punctual and reliable
  • Creative
  • Takes initiative and is a fast learner

POSITION SPECIFICATIONS

  • Full time
  • Exempt
  • Position will be reference-checked and fingerprinted

PHYSICAL REQUIREMENTS

Typical Working Conditions:

  • Heavy keyboard work
  • Typical office work
  • Equipment Used: Computer, phone, fax, copier
  • Essential Physical Tasks: Light lifting required including lifting of children up to 50 pounds unassisted, Keyboarding,  Phone

San Francisco Child Abuse Prevention Center is committed to workforce diversity. Qualified applicants will receive full consideration without regard to age, race, color, religion, gender, sexual orientation, or national origin.

Qualified candidates should submit a resume and a detailed cover letter to Frank Landin, Manager of Human Resources at employment[@]sfcapc.org.