Children and Family Futures

Children and Family Futures (CFF) is seeking an experienced full-time in office Administrative Coordinator. The Administrative Coordinator position is responsible for a wide array of administrative and programmatic support tasks and general office duties critical to the successful operation of CFF and the achievement of quality products, materials, and contract deliverables. This position reports directly to the Office Manager.

Duties and Responsibilities:

Administrative Skills

  • Answers, screens, and directs phone calls to the appropriate staff
  • Schedules conference calls, in-person and virtual meetings
  • Supports virtual and in-person event logistics and material preparation for site visits, conferences, meetings, and trainings including:
    • Creating and formatting event e-blast announcements using MailChimp
    • Preparing event registration information and monitoring online registration links
    • Providing quality assurance for written meeting materials including PPT presentations
    • Gathering and confirming final agenda items and meeting material list
    • Creating accurate shipping labels, packaging final meeting materials, and shipping boxes according to meeting host directions and deadlines as needed
    • Preparing, exporting, and formatting event participant feedback surveys using SurveyMonkey
  • Hosts virtual event via Zoom and Microsoft Teams for webinars, and virtual meetings and trainings including the setup and management of tech checks, polling questions, breakout rooms, platform settings and troubleshooting minor tech issues as needed
  • Supports quality assurance of written materials by proofreading proper punctuation, spacing, grammar, formatting, APA citations, and word and logo usage specific to federal contract-specific and/or company standards
  • Completes appropriate maintenance of folders and documents in Microsoft Teams and SharePoint
  • Update and track the travel expense forms for accounting

Communication- Oral and Written

  • Creates and maintains project contact list and profiles
  • Assists with developing, proofreading, and disseminate workplans, tracking sheets, eblasts, and formal correspondence including emails, letters, and written announcements
  • Takes accurate and comprehensive meeting notes including organization of action items and next steps
  • Consults and collaborates with Office Manager, Lead Administrative Coordinator, and fellow Administrative Coordinators

Other Duties

  • Regular and timely attendance in accordance to work schedule/shift assigned
  • Maintains office equipment and common areas
  • Ability to work overtime and weekends as needed
  • Ability to travel up to 10% for meetings and conferences as needed
  • Performs other related duties as assigned

Experience and Qualifications:

  • A Bachelor’s degree is preferred or 5 years of work experience as an administrative assistant
  • Proficient and experienced working with Zoom and Microsoft 365 applications including Word, Excel, PowerPoint, Teams, SharePoint, and Outlook
  • Professional knowledge and expertise in
    • Complex scheduling for meetings and conference calls
    • Making travel arrangements and complex travel itineraries
  • Must be able to multi-task and adapt to a fast-paced environment
  • Must be able to work in a team environment and work independently
  • Outstanding organizational and time management skills

Position is available immediately and is in Lake Forest, California. Pay range is commensurate with experience and qualifications. Qualified candidate should submit a resume to Human Resources at jobs@cffutures.org.

CFF is an equal employment opportunity employer. Providing equal employment opportunities to all applicants for employment, regardless of sex, (including pregnancy, childbirth, or related medical conditions), race, color, creed, national origin, religion, age, marital status, physical, mental, medical or sensory disability, legally protected medical condition, family care status, veteran status, sexual orientation, ancestry, citizenship, or any other basis or characteristic protected by federal, state or local laws.

To apply for this job email your details to jobs@cffutures.org