Administrative Coordinator

Administrative Coordinator

Location: Xenia, Ohio - On-Site
Employment Type: Full-Time
Schedule: Monday-Friday, 8:00 a.m.-4:30 p.m.
Pay Range: $20.00-$24.00 per hour
Annualized Range: $41,600-$49,920
Position Summary

Miami Valley Community Action Partnership (MVCAP) is seeking an organized, dependable, and service-oriented Administrative Coordinator to support the daily administrative and operational functions of our Greene County programs, including the Donnellan Shelter and related housing stability and supportive service programs.

The Administrative Coordinator plays an important role in keeping program operations organized and efficient. This position provides administrative support, assists with client screenings and referrals, processes invoices and purchase requests, maintains program and fiscal documentation, coordinates vendors and supplies, and supports the Greene County Director and program staff.

The ideal candidate is detail-oriented, comfortable managing multiple priorities, and able to communicate professionally with clients, staff, vendors, and community partners.
Key Responsibilities

Administrative & Program Support

• Coordinate and support daily administrative operations for Greene County programs, including the Donnellan Shelter and housing stability programs.
• Provide administrative support to the Greene County Director, Program Managers, Case Managers, and other program staff.
• Maintain organized and accurate program records, files, reports, and supporting documentation.
• Answer incoming telephone calls, emails, and general inquiries in a professional and timely manner.
• Provide general program information and direct clients and community members to appropriate programs, resources, or staff.
• Assist with correspondence, data entry, tracking, documentation, and other administrative functions.

Client Screening & Referral Coordination

• Screen incoming calls and inquiries for shelter and housing stability programs, including the Homeless Crisis Response Program (HCRP).
• Receive referrals from 211, community organizations, and partner agencies.
• Complete applicable referral forms, screening tools, and preliminary program documentation.
• Forward completed screening and referral information to appropriate program staff for eligibility determination and follow-up.
• Maintain accurate records of referrals, screenings, and program inquiries.
• Assist with communication between clients, program staff, and community partners while maintaining appropriate confidentiality.

Fiscal & Financial Support

• Prepare and process purchase requisitions, invoices, billing documentation, and related fiscal paperwork.
• Assist with administrative documentation for HCRP expenditures, including deposits, rental assistance, utility assistance, and other approved supportive services.
• Monitor invoices and supporting documentation to assist with timely and accurate payment processing.
• Track cash donations, in-kind contributions, supportive services, and other applicable program transactions.
• Maintain fiscal documentation for program reporting, monitoring, and audit purposes.
• Communicate with program leadership and Fiscal staff regarding missing documentation or discrepancies.

Purchasing, Vendors & Facility Support

• Coordinate the ordering, tracking, and inventory of office and program supplies with appropriate approval.
• Maintain purchasing, supply, and inventory records.
• Coordinate scheduling and communication with approved vendors, maintenance providers, and service contractors.
• Follow up on scheduled services and communicate facility or operational concerns to leadership.

Staff, Intern & Volunteer Support

• Assist with onboarding and orientation activities for new staff, interns, students, and volunteers.
• Support administrative coordination of volunteers, interns, and students assigned to Greene County programs.
• Maintain required records and documentation as directed.

Qualifications

Required:

• High School Diploma or General Equivalency Diploma (G.E.D.).
• Minimum of two (2) years of experience in administrative support, office coordination, fiscal support, program support, or a related area.
• Strong organizational, communication, customer service, and time-management skills.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and Teams, as well as Adobe Acrobat.

Preferred:

• Experience working in a nonprofit, housing, shelter, social services, or community action environment.
• Familiarity with intake systems, databases, or comparable software applications.
• Associate degree or higher in social services, business administration, office administration, or a related field.

Knowledge, Skills & Abilities

Successful candidates should be able to:

• Organize and prioritize multiple assignments in a fast-paced environment.
• Maintain accurate records and documentation with strong attention to detail.
• Communicate professionally and effectively, both verbally and in writing.
• Provide quality customer service when interacting with clients, staff, and community partners.
• Manage time-sensitive assignments while meeting deadlines.
• Work independently while contributing effectively to a collaborative team.
• Adapt to changing priorities, interruptions, and evolving program needs.
• Maintain professionalism and confidentiality when handling client, employee, fiscal, and agency information.

Occasional local travel may be required to support agency business, program operations, or client-related needs.

Join MVCAP and help support programs that connect individuals and families with resources, services, and opportunities that promote stability and self-sufficiency.

Pre-hire: Mandatory drug testing and background check.