Administrative Coordinator

Description

Administrative Coordinator- This position is full-time (40 hours), non-exempt, 8:30am 5:00pm, Mon.- Fri., most days and some evening hours required for special events. This is a hybrid position; 4 days in the office, 1 day remote. This position is across two sites in San Francisco and at our Bayview location and in Burlingame at our Community-Based Regional location.

Mission Statement: We provide the people, place, and path for exceptional youth mental healthcare.

Vision Statement: We aim to redefine what youth mental healthcare can be by delivering transformative support that doesn't just treat symptoms but changes lives.

About Edgewood:

Each person who works at Edgewood shares a passion for making a difference in the lives of the children and families who we serve in the San Francisco Bay Area. Employees find themselves surrounded by a diverse and extraordinary group of dedicated professionals, in welcoming environments characterized by whole-person care, open communication, creative support and a commitment to growth, healing and improving each day. Edgewood's successes come from our employees and the positive results they help create for children and families. When you join Edgewood, you join a culture of purpose and belonging, where your growth is a priority, your identity is embraced, and the work you do matters.

Position Summary
The Administrative Coordinator provides clerical and office coordination to the Family Support Services including Kinship, Food Bank, Enhanced Care Management, and the Family Resource Center. In addition, this team member provides cross-agency coverage administrative support to other programs as needed.


Essential Functions

• Manage day-to-day site operations in the Bayview office, including monitoring the security and cleanliness of the site and making repair and safety requests if required.
• Serve as Receptionist and Office Coordinator for the Bayview location including but not limited to greeting visitors, maintain client visiting room and visiting logs, and other administrative tasks including office supply ordering, mail distribution, check request processing, the tracking and logging operational expenses, keeping visitor refreshments, copying, faxing, and other needs requested by the Family Support Director, Senior Associate Director, and Regional Project Manager.
• Arrange for the maintenance and repair of site location, office machinery, and equipment such as the copiers, postage machines, appliances, locks, garbage, and recycling bins, etc.
• Serve as liaison between the Agency and Property Management to ensure compliance and safety standards are met. Work with the agency's larger IT and Facilities departments to expedite equipment repairs and/or purchases.
• Assume the role of project coordinator/manager for special projects such as contract applications and proposals, newsletters, publications, and conference or training applications/certifications.
• Process and track the program's petty cash supply, expense reports, and American Express credit card purchases.
• Oversee the Bayview Administrative budget and spending. Manage the program's donation requests, pick-ups and reporting requirements.
• Fulfill monthly/quarterly/annual data management and entry duties such as, entry of program information into contract databases to ensure client records accurately reflect enrollment, status of clients, and services provided. Databases include Edgewood Portal, Zoho, California Get Care, city and county's Contract Management Systems - CARBON, California Department of Education (CDE), City Span, and additional contract management systems as needed. Retrieve and submit monthly, quarterly, and annual reports from these databases to contract administrators.
• Monitor the program's Bayview vehicles including arranging for regular vehicle maintenance and repair with the agency's Facilities Department.
• Support the program managers in maintaining client files and chart cabinets. Assist them in storing/archiving charts and meeting official client record requests as needed.
• Assist in the management of the program's website, iKinship.org or program social media platforms as needed.
• Assist team members in the preparation of community and public events, such as reserving venues, negotiating price, preparing food, and setup and cleanup.
• Represent the Family Support Services on the agency's Health and Safety Committee and, in conjunction with this committee, conducts quarterly safety drills and monthly inspections.
• Perform other relevant duties as assigned.

Core Competencies

• Organizational & Time Management Skills - Effectively prioritizes tasks and competing deadlines to ensure smooth day-to-day operations. Manages multiple administrative responsibilities simultaneously while maintaining accuracy and meeting established timelines.
• Attention to Detail & Accuracy - Reviews and processes documents, data, and correspondence with a high degree of precision. Catches errors proactively and ensures records, reports, and communications reflect correct, complete information.
• Technical Proficiency - Demonstrates skill with Microsoft Office Suite (Word, Excel, SharePoint, Teams), Docu Sign, and Zoom. Navigates internal databases and administrative systems with confidence and adapts quickly to new platforms as needed.
• Communication & Interpersonal Skills - Uses clear written and verbal communication to collaborate with staff, leadership, community partners, and clients. Maintains a welcoming and respectful tone across all interactions and promotes a positive workplace culture.
• Teamwork & Collaboration - Works effectively across departments and with diverse staff. Contributes to event coordination, supports colleagues during high-demand periods, and actively participates in process improvement efforts.
• Adaptability & Problem-Solving - Quickly learns new tools, systems, and workflows. Remains calm and solution-focused when navigating audits, technical challenges, or shifting priorities.
• Employee & Client Support Focus - Provides a responsive, professional, and culturally sensitive experience for both staff and clients. Anticipates needs, follows through on requests promptly, and serves as a reliable point of contact for administrative support.
• Initiative & Accountability - Takes ownership of assigned responsibilities and follows through on commitments. Proactively communicates status updates to keep relevant stakeholders informed and leans on supervisory support when needed. Identifies opportunities to streamline procedures and improve administrative efficiency.
• Healing Centered Engagement - Contributes to an organizational culture rooted in trauma-informed, healing-centered principles. Supports a welcoming, affirming environment where staff and clients feel seen, valued, and safe.
• Cultural Humility & Equity Commitment - Treats youth, families, and colleagues with dignity, respect, and sensitivity. Demonstrates ongoing cultural humility and a commitment to anti-racist, LGBTQ+ affirming, and inclusive practices in all aspects of the work.

Knowledge, Skills, and Abilities

• Five years of work experience with at least two of those years working in an administrative capacity.
• Bachelor's degree
• Demonstrated ability to work with clients and co-workers in a wide variety of cultural contexts and community settings.
• The ability to address and work persistently through adversity and change.
• Good grammar, writing, communication, and organization skills. '
• Must trustfully work autonomously.
• Advanced ability to perform data entry tasks in an accurate and timely manner.
• Advanced ability to use Microsoft Office programs, social media, and various platforms.
• Advanced ability to use office machines such as phones, cell phones, copy machines, computers, and fax machines.

SALARY INFORMATION

This position has an hourly rate range of -$27.00-$29.00.


As part of our team, benefits-eligible employees receive an excellent comprehensive benefits package:

• 16 days of PTO the first year and more thereafter
• Nine paid holidays
• Five health and wellness days off annually
• 10% additional pay for community-relevant second language fluency
• Medical/Dental/and Vision plans
• 403 B Retirement Plan with agency match
• Employee Assistance Program
• Commuter Benefits Program
• Medical and Childcare Flexible Spending Accounts
• Pet Insurance
• Identity Theft Protection Plan
• Paid employee referral program
• Career advancement opportunities
• Retention bonuses for many positions
• Continuing Education expense reimbursement
• Professional licensing fee reimbursement
• Professional Development reimbursement opportunities
• Verified Public Service Loan Forgiveness Employer

Equal Opportunity

Edgewood is proud to be an equal-opportunity employer. People of color, women, persons with disabilities, and persons who are lesbian, gay, bisexual, transgender, or intersex are encouraged to apply. Edgewood maintains a policy of non-discrimination with respect to employees and applicants for employment. No aspect of employment will be influenced in any matter by race, color, religion, sex, age, national origin, marital status, ethnicity, religion, sexual orientation, gender identity and/or expression, physical disability (including HIV or AIDS), medical condition, perceived physical disability, veteran status or any other basis prohibited by statute.