Administrative Coordinator

Position Summary

The role of the Administrative Coordinator is to support the administrative needs of the organization across multiple departments. The purpose of this role is to help ensure the smooth operation of all programs and interdepartmental coordination. This person will report directly to both the Training Coordinator and Executive Director. Associates Degree or relevant work experience is required.

Core Responsibilities

• Weekly meetings with Executive Director, Training Coordinator, all staff
• Willingness to work onsite at least 3-4 days/week during normal business hours as well as occasionally on evenings and weekends
• Ability to cover Administrative tasks for multiple departments (see below); maximize efficiency organization-wide for administrative support processes and technology.

Required Competencies

• Excellent written and verbal communication skills. All public- and volunteer-facing communication must be free of grammatical errors, be formatted for easy comprehension, and consist of clear, professional, and friendly language.
• Proven proficiency with all Microsoft and Adobe Suite products
• Proven proficiency with Zoom and all its functions sufficient to support online trainings and facilitations with up to 100 participants
• Proven proficiency with WordPress for webpage updates
• Proven proficiency with all Social Media outlets
• Ability to be flexible, collaborate effectively with others, and be a friendly face of the organization to the public and volunteers
• Strong time management, communication, and organizational skills, along with the ability to prioritize and respond to the unexpected
• Support all staff during annual Volunteer Appreciation events
• Ability to work remotely as well as onsite

Training Administration

The staff member supporting the Training Department has lead responsibility for completing training-related administrative tasks and for collaborating with the Training Coordinator and Adjunct/Associate Trainers for the successful delivery of all training Department programs. This role would occupy between 10 and 25 hours a week depending on the training cycle.

Core Responsibilities

• Training Registrations: In coordination with the TC, respond to all training inquiries, track & record all scholarship applications, create and manage all Ticket Tailor events & registrations
• Set up all Zoom calls related to online trainings
• Invoicing
• Marketing: In coordination with the TC, creating and implementing all Mail Chimp and Outlook email campaigns related to trainings, updating MailChimp audience lists, etc.
• CLE & clock hour applications
• Supply inventory
• Food ordering
• Tech support for online trainings
• Updating relevant web pages, online tools, and shared calendar with training dates
• Monitoring the trainer@kitsapdrc.org mailbox
• Printing & assembling student materials including sign-in sheets, curriculum documents, certificates of completion, etc. as appropriate
• Filling out and completing all certificates for programs, including the Youth Department’s Peer Mediation Trainings and Circle-Presentation Series
• All Adobe editing
• Maintaining training records for students, volunteers, staff (Kintone)
• Scheduling & Coordinating guest volunteer & paid presenters
• Assist with setting up for onsite training and be available to attend as needed

Parenting Class Coordinator

The Parenting Class Coordinator is responsible for all support tasks related to the twice-monthly delivery of the Mandatory Co-parenting Seminar (MCS). This role would occupy 2-5 hours a week.

Core Responsibilities

• Scheduling instructor contractors from roster
• Responding to all student email or phone inquiries in a timely manner
• Processing all student registrations, certificates, fee waivers, and other support tasks
• Printing all materials for in-person class
• Setting up onsite space for in-person class including arrangement of tables, chairs, snacks, water and instructor materials
• Updating website and registration vendors with new dates on a monthly basis
• Recording all data in Case Management software database in time for monthly reporting cycle

Social Media/Online Presence Administration

This role would occupy 1-2 hours a week.

Core Responsibilities

• Monitor & respond to Google reviews on a weekly basis in collaboration with the Executive Director
• Post on social media profiles as requested by Department heads

Facilities & Supplies Administration

This role would occupy approximately 1-3 hours per week.

Core Responsibilities

• Point of Contact for all Equipment-related issues onsite (Mediation Room computer and display, Community Room displays, Sharp printer)
• Point of Contact for all building- and property-related maintenance issues
• Track and order building and office supplies in conjunction with the Executive Director
• Maintain organization of supply storage
• Maintain posting of all up-to-date employee legal documents
• Check perimeter of building on regular basis for maintenance, health, or safety issues
• Maintain office signage, including front door changes to staffing schedule

Required Competencies

• Comfortable with assessing maintenance needs, basic troubleshooting

Mediation Tech Support Back Up

The person responsible for Mediation Tech Support back up would be able to host online mediations on Zoom that other staff are unable to cover. Hours variable.

Core Responsibilities

• Be Zoom host for occasional mediations, up to 4-hour time commitment occasionally on evenings and weekends. Manage tech role as well as all Zoom hosting needs with mediation clients, mediators, and observers
• Monitor DRC Intake email box for communicating with clients and mediators before, during, and after mediation.
• Have stable, predictable internet, or the ability to travel to DRC office
• Uses digital signature program to send and sign documents during the session
• Completes sign off with participation of mediation team
• Ensures all session forms are stored in case management system

Required Competencies

• Proficiency with Zoom, including
  • troubleshooting connection issues
  • managing break-out rooms, waiting room
  • screen sharing & whiteboards
  • chat
  • all relevant Zoom controls
• Proficiency with email and all related functions
• Proficiency with digital signature program for sending and signing documents during the session

ResWa Reporting

The person responsible for monthly reporting data to Resolution Washington (“ResWa”). This role would occupy 4-6 hours a month.

Website Administrator

This role would occupy 2-3 hours a month

Core Responsibilities

• Maintaining current information on front facing website including:
  • Staff & Board updates
  • All Training-related information (see Training Administration tasks)
  • Special event banners
• Be point of contact between website hosts and the Kitsap DRC for all updates and problem-solving

Required Competencies

• Proficiency with WordPress

Generous PTO

Health Stipend

Staff Professional Development

English Language required. Other languages a plus.