Administrative Coordinator/Scheduling Assistant (Hermosa Beach)

Feb. 22, 2012

Los Angeles, CA

Confidential

FirstSteps for Kids, Inc. is searching for an office super star to join it's team! This position will provide essential office support to our core administrative team.

To apply to for the position please read the posted job description below and check out our website www.firststepsforkids.com.

To be considered for the position you MUST submit a detailed, personalized cover letter and resume that lets us know you actually checked out our website and learned about the work we do.

Resumes received without a personalized cover letter citing some ideas of what we do at FirstSteps will not be reviewed.

Thanks!

The FirstSteps Statement of Purpose:

The FirstSteps Team is inspired by the belief that every child deserves the opportunity to achieve his or her fullest potential. To that end, we are committed to hiring and mentoring a passionate and dedicated staff and providing an environment that fosters growth and learning. Our greatest reward is the progress of our kids and the knowledge that we are making a positive impact on our families and the community.

Administrative Coordinator/Scheduling Assistant:

Promoting the success of our clinical programs, acknowledging the great work of our team, and pursuing growth and learning energize FirstSteps company development. The Administrative Coordinator position will serve as the hub between all departments at FirstSteps providing efficient and effective support across all levels. The Coordinator will operate in a true team atmosphere of cooperation and communication with the entire FirstSteps team.

Title:

Administrative Coordinator/Scheduling Assistant

Reports to: Director of Operations, Administrative Director, and Director of Scheduling and Client Services

Direct Reports: N/A

Location: Primary office in Hermosa Beach, CA; Support to Walnut Creek and Agoura Hills office as needed

Summary of Essential Job Functions

Section A: General Administrative Tasks and Responsibilities

Daily Tasks

Greet visitors entering FirstSteps

Answer telephone, screen and direct calls

Take and relay messages

General administrative and clerical support

Prepare letters, documents, and mailings

Tidy and maintain reception area, kitchen, workroom, team meeting rooms, etc

Office maintenance/Coordinating with Management Company for repairs, etc

Order/pick up lunch

Management of Clinical Filling System

Weekly Tasks

Office inventory and ordering

Store Harris-Stationers orders upon arrival/ order verification

Shopping (welcome bags, gifts, etc)

Ongoing Tasks

Provide office equipment training and support

Excel data sheets and template document creation

Section B: Assistant to Director of Operations

Update internal/external database with current employee/client information (additions/deletions) and contact employee/clients for up to date credentials, contracts, etc

Filemaker

Outlook

Excel Contact Sheets

Department of Education Staff Listing

Project Optimal Database

Filing

Employee File Information

Accounts Payable

Payroll Records

Misc. Administrative Duties (mailings, scanning of documents, etc)

Scanning of all mail and important documents and processing documents

Section C: Assistant to Scheduling Director/Coordinator

Assist Scheduling Director with daily schedule changes and planning/execution of major schedule changes

Field Phone Calls from Instructors for last minute cancellations

Look for and contact available covers

Confirm cover with cancelling Instructor, covering Instructor, Program Director, and Parent/School

Make necessary adjustments to Zoho/Filemaker to reflect daily changes

If a cover is not available arrange necessary make up with cancelling Instructor

Send Daily Scheduling Update to Directors

Section D: Assistant to Training and Employee Development Director

Assist in the processing of new hire paperwork

Collect new hire paperwork using the new employee flow chart as a guide

Create new employee file (use blue file folders for employees)

Create new employee entry in Filemaker, this should include:

Complete contact information including personal email address

Availability

Enter Qualifications with expiration dates

Degree

TB Test

DOJ/FBI Clearance

Driver License

Automobile Insurance

Any other qualification or certification (CPI, BCBA, etc)

Scanned copies of credentials to be attached to employee file in Filemaker

Diploma

TB Test

DOJ/FBI Clearance

Any other qualification or certification (MFT, BCBA, etc)

Assembly of New Employee Packets

Section E: Assistant to Executive Director and Executive Clinical Director

Provide support to Executives as necessary. Tasks will include but not limited to:

Filing

Mailings

Scanning and document creation (ie training packets)

Management of Executive Director In/Out Box to be checked and handled daily

Section F: Assistant to the Director of Communications and Community Outreach

Front Board decorations assistance

Meeting/Event/Party bookings assistance

Birthdays/ Instructor of the month assistance

Update calendars assistance

Key Competencies:

must have working knowledge of both PC and MAC platforms

verbal and written communication skills

professional personal presentation

information management

organizing and planning

attention to detail

initiative

reliability

tidy and organized workspace