Administrative Specialist

About the role

The Administrative Specialist provides comprehensive administrative and operational support to ensure the efficient functioning of Family Centers’ executive offices and Grauer Preschool. Working closely with the Manager of Administrative Services and executive leadership, the incumbent helps maintain a professional, organized, and responsive office environment. The role also assists with documentation, reporting, and coordination activities that support agency operations.

Responsibilities

• Serve as the primary point of contact for visitors, phone calls, and email inquiries, providing professional and responsive customer service.
• Provide administrative support to the Chief Executive Officer and Executive Team, including calendar management, scheduling, and meeting coordination.
• Oversee daily administrative operations of the executive offices and Grauer Preschool to ensure efficient office functioning.
• Perform data entry and administrative support for agency programs and maintain documentation related to grants, compliance, and accreditation.
• Manage incoming communications, including answering calls, taking messages, and routing inquiries appropriately.
• Receive, sort, and distribute incoming mail and deliveries, including interoffice correspondence and USPS mail.
• Cook up to 20 pounds.
• Collaborate with leadership and staff to continuously improve administrative processes and workflows.

Requirements

• Education and Experience Requirements: Bachelor’s or Associate’s degree highly desirable; relevant industry experience may be considered. Minimum of 2 years of administrative or office operations experience, preferably in a nonprofit, healthcare, education, or human services organization. Experience supporting senior leadership in a dynamic office environment and the ability to manage multiple priorities with discretion, professionalism, and sound judgment.
• Performance Requirements and Competencies: Leadership qualities including independent judgment, attention to detail, multitasking, and critical thinking. Ability to quickly assess and resolve challenging situations with clients and/or staff. High aptitude for learning new programs and responsibilities. Knowledge and ability to plan and carry out instructions. Familiarity with Family Centers’ programs and information flow. Strong organizational and interpersonal skills. Excellent written and verbal communication skills. Ability to lift up to 20 pounds.

Qualifications

• Experience supporting senior leadership in a dynamic office environment and the ability to manage multiple priorities with discretion, professionalism, and sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Valid driver’s license and access to a reliable, properly insured vehicle for work-related responsibilities.

Skills

• Leadership qualities including independent judgment, attention to detail, multitasking, and critical thinking.
• Ability to quickly assess and resolve challenging situations with clients and/or staff.
• High aptitude for learning new programs and responsibilities.
• Knowledge and ability to plan and carry out instructions.
• Familiarity with Family Centers’ programs and information flow.
• Strong organizational and interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to lift up to 20 pounds.

Benefits

Compensation: $58,000-$62,000 annually, depending on experience
Benefits and Perks: Comprehensive benefits package including Generous Paid Time Off, Half-Day Summer Fridays, Medical, Dental & Vision Coverage Options, Health Savings Account (HSA), Flexible Spending Accounts (Health Care & Dependent Care), 403(b) Retirement Plan, Employee Assistance Program (EAP), Tuition Assistance, and Loan Repayment Opportunity. Family Centers is committed to fostering a supportive, mission-driven environment where employees feel valued, supported, and able to build lasting careers.

Pay

$58,000-$62,000 annually, depending on experience

Schedule

Full-time