Administrative Coordinator - Care Commons Program

Administrative Coordinator For Care Commons

Global Communities champions innovative solutions to complex challenges at the intersection of humanitarian assistance, sustainable development, and financial inclusion. We ensure our approaches are as dynamic and diverse as the communities we serve. We bring together local ingenuity and global insights to save lives and secure strong futures.

The Administrative Coordinator for Care Commons provides day-to-day administrative and operational support for the Care Commons program. This position coordinates communication, manages referral intake and processing, supports office operations, and serves as a key point of contact for referral members, team members, external partners, and community members.

The role helps ensure that administrative processes are efficient, accurate, and responsive, supporting smooth service delivery and a positive experience for all stakeholders. The position requires strong organizational skills, attention to detail, sound judgment, and a customer-service-oriented approach.

This position is hybrid (2 days per week in office), based in our San Diego, CA office.

Primary Responsibilities

• Serve as the first point of contact for Care Commons by answering, screening, and directing incoming calls through a multi-line phone system in a professional and courteous manner.
• Monitor and respond to referral-related emails and inquiries, routing messages to the appropriate staff member when needed.
• Welcome members, visitors, and partners; determine the nature of their request and direct them to the appropriate staff, service, or resources.
• Receive, sort, scan, and distribute incoming faxes, mail, and other correspondence accurately and in a timely manner.

• Process Care Commons referrals in accordance with established procedures, timelines, and documentation requirements.
• Enter referral information accurately into the appropriate systems and maintain complete and up-to-date records.
• Follow up with referral sources, members, or internal staff to request missing information or provide basic referral status updates.
• Maintain organized records of referral communications and related program documentation.

• Provide general administrative and clerical support to Care Commons team members, including preparing documents, creating labels, copying, scanning, filing, and completing routine office tasks.
• Support office organization by maintaining supplies, monitoring inventory, placing supply requests, and distributing office and outreach materials.
• Help ensure office equipment and shared resources are available and functioning properly; report maintenance or technical issues as needed.

• Provide backup support for incoming and outgoing UTC mail services, including processing, sorting, and distributing mail accurately and on schedule.
• Assist with scheduling, meeting preparation, room setup, materials preparation, and logistics for program activities, outreach efforts, or team meetings.
• Support routine coordination tasks to help ensure smooth day-to-day program operations.

• Assist with team projects, program activities, and special assignments as directed.
• Identify basic opportunities to improve administrative processes and share suggestions with the supervisor.
• Maintain confidentiality of sensitive information and follow organizational policies, procedures, and program requirements.
• Perform other related duties as assigned.

Qualifications and Requirements

• Associate degree in business administration, office administration, human services, healthcare administration, or a related field preferred.
• Minimum of three (3) to five (5) years of experience in administrative support, office operations, receptionist, customer service, or related roles.
• Experience operating multi-line phone systems and responding to a high volume of calls, emails, and inquiries.
• Experience performing general office and clerical duties, including data entry, filing, scanning, copying, scheduling support, and document preparation.
• Experience maintaining accurate records, organizing documents, and following established administrative procedures.
• Strong working knowledge of Microsoft Office Suite, including Word, Excel, and Outlook.
• Demonstrated ability to provide professional, courteous, and responsive customer service to staff, visitors, partners, and community members.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong verbal and written communication skills, with the ability to interact professionally and respectfully with diverse populations.
• Proficient in operating standard office equipment (e.g., multi-line phone systems, printers, copiers, fax machines).
• Demonstrated ability to read, interpret, and follow written and verbal instructions.
• Professional, friendly, and patient demeanor with a strong customer service orientation.
• Strong organizational skills with the ability to prioritize tasks, manage time effectively, and handle multiple responsibilities.
• High degree of accuracy and attention to detail in data entry and documentation.
• Ability to maintain confidentiality and exercise sound judgment.
• Comfortable working in a fast-paced environment with frequent interruptions.
• Ability to sit for extended periods and perform repetitive computer and keyboarding tasks.