Administrative and Operations Coordinator

SUMMARY:

Under the Supervision of the Chief of Staff, the Administrative and Operations Assistant will provide essential support to the administrative and operations departments. This role is integral to the organization’s success, requiring interaction with various internal and external individuals and contributing to the overall efficiency and client centered approach of MOWSDC (Meals on Wheels San Diego County). The ideal candidate must be energetic, adaptable, organized, solution-oriented, demonstrating professionalism and confidentiality in all communications.

DUTIES & RESPONSIBILITIES:

• Support Chief of Staff: Assists in executing routine projects and tasks, contributing to the successful implementation of various activities.
• Phone Communication and Reception Duties: Manage incoming phone calls, provide essential program information, and direct calls to the relevant parties. Act as receptionist, greeting visitors and playing a dynamic role in reception duties.
• Meeting Coordination and Documentation: Collaborate in scheduling internal and external meetings, manage logistics and details, provide pertinent preparation materials, and ensure through follow-up for seamless meetings. Provide minutes and notes for meetings as required, ensuring accurate and comprehensive documentation. Assist in drafting agendas and preparing materials for meetings.
• Event Coordination: Contribute to staff and board event planning, coordinate meetings, and organize document filing. Additionally, offer support for other Development Department events as necessary.
• Travel Support: Assist in making travel arrangements and managing expense report submissions for the Executive Team and other staff, simplifying administrative processes.
• Culture and Engagement: Play a role in the culture and engagement of the organization, assisting the Chief of Staff in implementing strategies to enhance employee engagement and connectivity.
• Board Repository: Assist in maintaining the Board's document repository, ensuring all documents are appropriately stored and easily accessible.    
• Special Projects: Help in various special projects as the need arises, demonstrating adaptability and a commitment to organizational goals. 

QUALIFICATIONS:

The ideal candidate will have the following:

o   Graduation from High School or possession of a diploma.

o   At least two years of administrative/receptionist experience.

o   Proficiency in Microsoft Office Suite, Outlook, Adobe, Teams, SharePoint, and ability to adapt to new technologies.

o   Experience with cloud-based applications (i.e., Microsoft One Drive) and proficient in Zoom.

o   Knowledge of common office equipment, including copiers, and scanners.

o   Demonstrates ability to take initiative and contribute to the goals of a growing organization.

o   Proven self-starter with high degree of integrity, dependability, resourcefulness, with a strong work ethic.

o   Experience working with donor databases, such as Raiser’s Edge is a plus. 

o   Experience drafting agendas, presentations, reports, and other correspondence.

o   Non-profit experience preferred.

o   People-focused with a professional phone manner and ability to interact professionally with staff, clients, volunteers, guests, board members, and donors.

o   Team-player with ability to work well with others, take direction, and fulfill responsibilities under fast-paced office environment with minimal direct supervision. 

o   Maintains comprehensive system of records and file management and retrieval. Establishes tracking system for all requests, issues, phone calls, and correspondence to ensure timely actions.

o   Ability to cope under pressure and with emergency situations.

REQUIREMENTS:

Standard office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Must have a valid driver’s license. Physical

requirements include standing, sitting, typing, bending, and lifting to approximately 35 lbs. The noise level in the work environment is moderate. Must have reliable transportation.

Successful candidates for this position will be subject to a background check as a condition of employment.

SUMMARY OF BENEFITS:

o  160 hours of Paid Time Off (PTO) Annually - subject to the MOWSD PTO policy

o  12 Paid Holidays Annually

o  Medical Insurance - Choice of 3 HMO plans+ 1 PPO through Meals on Wheels Group Plan

o  Dental Coverage & Vision Coverage

o  Life, Long-Term Disability (LTD), Employee Assistance Program (EAP)

o  Flexible Spending Account

o  401 (k) plan, including up to 3% employer matching contribution

o  401 (k) plan, including up to 3% employer matching contribution

TO APPLY:

Please send your resume and cover letter to the hiring team at humanresources@meals-on-wheels.org. Applications will not be considered complete without both.

  Note: This position is considered “NON- EXEMPT” by the Fair Labor Standards Act. This organization reserves the right to revise or change duties and responsibilities as the need arises. This job

description does not constitute a written or implied contract of employment. Meals on Wheels San Diego County is at “at-will” employer. Criminal background checks, fingerprinting, and bonding are required.

o  160 hours of Paid Time Off (PTO) Annually - subject to the MOWSD PTO policy

o  12 Paid Holidays Annually

o  Medical Insurance - Choice of 3 HMO plans+ 1 PPO through Meals on Wheels Group Plan

o  Dental Coverage & Vision Coverage

o  Life, Long-Term Disability (LTD), Employee Assistance Program (EAP)

o  Flexible Spending Account

o  401 (k) plan, including up to 3% employer matching contribution