Office Coordinator (Administrative)
Office Coordinator
FLSA Status: Non-exempt
Department: Administration
Reports to: Director of Administration
For 50 years Metropolitan Organization Countering Sexual Assault (MOCSA) has been an essential part of the Kansas City metro region. Our mission is to improve the lives of those impacted by sexual abuse and assault, and to prevent sexual violence in our community. MOCSA is an award-winning employer with a commitment to survivors, evidence-based practices, and trauma stewardship. We are seeking an organized, reliable, and focused administrative professional with excellent written, oral, and interpersonal communication skills. The ability to work independently and as part of a team is essential. This position is full time 37.5 hours a week, Monday through Friday, 8:00am to 4:30pm in the office at our main location at 3100 Broadway Ave. Kansas City, Missouri.
At MOCSA we are committed to Inclusion, Diversity, Equity & Accessibility (IDEA) and invite you to be part of our dedicated and passionate team. We are an Equal Opportunity Employer who embraces and encourages differences in age, color, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make us unique. Individuals who have been personally impacted by sexual violence are encouraged to apply. We believe that each employee is key to our success, and inclusion is everyone's responsibility.
SUMMARY
This position is responsible for assisting staff, clients and visitors and providing clerical and other administrative coordination and support for the daily program activities of the organization.
JOB OBJECTIVES
Welcome Clients & Visitors
Ensure coverage to the front office.
Answer, screen and forward incoming phone calls.
Review and follow up on voicemails.
Greet clients and visitors and notify employees of arrival.
Assist with client services including database records, satisfaction surveys and transportation assistance.
Maintain safe and clean reception area by complying with procedures, rules, and regulations, including observing sign-ins, monitoring lobby area and collaborating with building management.
Back up the Director of Administration in implementation of emergency procedures.
Administrative Support
Provide administrative support to agency at large, including Senior Management Team and Executive Assistant.
Maintain continuity among work teams by documenting and communicating client related issues, needs and concerns.
Ensure proper functioning of the telephone system, troubleshoot issues, answer telephone calls, relay messages, and record office closure greetings.
Update switchboard names, extensions and organization extension list
Provide support for common areas including daily upkeep and maintenance of the lobby, reception, conference room/meeting and kitchen areas.
Receive incoming mail and faxes, process outgoing mail and shipments.
Obtain notary certification and provide notary services.
Manage office supply, breakroom inventory and snack cart ordering and processing.
Assist with the full agency inventory data and processing.
Scan, organize and file invoices, surveys, client information and grant documents.
Assist the Accounting Team with duties such as check log, deposits, data entry, filing and audit support.
Assist with annual file retention and destruction.
Communicate with vendors and building management, as needed.
Assume the responsibilities of the Director of Administration, as requested, when the Director of Administration is out of the office.
Special projects as assigned.
Staff Support
Assist with onboarding and off-boarding processes for staff members.
Communicate with information technology support on behalf of office staff and utilize online work ticketing system.
Schedule with staff and IT for needs such as equipment assignments, updates and repair, replacements, and other IT needs.
Provide back up support for Development events, as needed.
Provide support to internal committees and affinity groups.
Assist Director of Administration in scheduling staff travel and registration.
Meetings & Events
Reserve meeting rooms and assist with preparations and setup for presentations, special events, all staff meetings, and trainings.
Assist with food and location, coordination and reservation of the offsite spaces for meetings, retreats, events, trainings, or other departmental gatherings.
Coordinate staff schedules for events such as meetings, interviews, trainings, and retreats.
The responsibilities described represent the primary responsibilities of the job. Other responsibilities may be assigned as warranted by business needs. The incumbent is expected to complete all assigned duties. Grant funds may only be used for the provision of approved activities.
KNOWLEDGE/SKILLS/LICENSURE/CERTIFICATION
Minimum Qualifications
The position requires an associate's degree or two years prior experience in an office setting, or equivalent combination of education and experience. Two years in an administrative role. Proficiency with Microsoft Office Suite and telephone systems.
Preferred Qualifications
Nonprofit, healthcare or social services experience. Experience with confidential information and/or client data. Experience leading individuals and/or teams.
PHYSICAL AND MENTAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
Work is typically performed in an office environment. While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Mental Demands
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with staff, administration, funders, and others encountered in the course of work.
WORK HOURS
This is a full-time in person position; office hours are Monday through Thursday, 8:30 am to 7:00 pm and Friday, 8:30 am to 5:00 pm. The schedule for this position is Monday through Friday 8:00am to 4:30pm. Standard work weeks consists of 37.5 hours. Occasionally additional evening and weekend work or schedule changes may be required as job duties demand.
TRAVEL
Occasional travel throughout the Kansas City metropolitan area.
BENEFITS
Full time benefits include 15 days of vacation, 15 paid holidays, 12 sick days, birthday holiday, winter break, 100% employer sponsored health, dental, vision, life, short-term, and long-term disability insurance, EAP, and 2% 403(b) match.
The salary range for this position is $47,000 - $64,000. The base salary range for this role is determined by several factors, including but not limited to education, skills, licensure and certifications, and experience. The upper portion of the salary range is typically reserved for existing employees, and/or those with advanced credentials.
At MOCSA, the safety of our team and the individuals we serve is our number one priority. That's why all offers of employment are contingent on the candidate successfully passing a criminal and child abuse and neglect background check, including fingerprinting.
APPLICATION INSTRUCTIONS
Please apply with a cover letter and resume via MOCSA Careers.
