Administrative Coordinator (Bilingual English/Spanish)

Job Description

Job Description

ADMINISTRATIVE COORDINATOR

FULL TIME - IN PERSON, VALHALLA, NY

The Children's Advocacy Center (CAC) at WIHD is seeking a compassionate, organized, and highly professional Administrative Coordinator to join our dedicated team. This is more than an administrative position. It is an opportunity to support children and families during some of the most difficult moments in their lives and to play a vital role in a coordinated community response to child abuse and neglect.

As a member of our multidisciplinary team, you will work closely with child advocates, healthcare professionals, child protective services, law enforcement, prosecutors, and community partners. The ideal candidate is highly organized, detail-oriented, able to maintain strict confidentiality, and committed to ensuring a welcoming and supportive environment for children, families, and professional partners.

This is a full-time, onsite position, and bilingual English/Spanish fluency is required.

WIHD provides a positive working environment that promotes employee safety, growth and goal attainment. Our benefit package is generous and provides options to meet the needs of each employee. We offer flexible work schedules for many positions providing a setting with a desirable work-life balance.

Summary of Position:   The Administrative Coordinator provides a wide range of administrative and operational support to the Children's Advocacy Center (CAC), Multidisciplinary Team (MDT), and Child Fatality Review Team (CFRT).  They serve as a primary point of contact for clients, families, and community partners, ensuring efficient daily operations while maintaining the highest standards of professionalism, confidentiality, and customer service. Responsibilities include reception, scheduling, records management, data entry, report preparation, meeting coordination, and administrative support for CAC programs and initiatives.

Responsibilities:

• Professional representation of CAC – answer telephone, manage flow of incoming calls (with guidance as appropriate), greet, register and orient clients and MDT members, generate emails and/or calls to team members, set up conference calls/meetings;
• Maintain CAC calendar.  Identify and discuss potential scheduling conflicts or concerns with CAC supervisor/management ;
• Maintain electronic and paper case records; data entry and database management using Collaborate and Excel, generate monthly statistical/performance measure reports; collate records in response to subpoenas or record requests; prepare case information for monthly case review meetings; administer client satisfaction surveys;
• Oversee and coordinate distribution of digital recordings;
• Provide additional administrative support to CAC and MDT such as copying, faxing, scanning, maintain and order office supplies, pantry items, etc.;
• Provide administrative support to Child Fatality Review Team coordinator as needed.

Qualifications:

• Knowledge of: Excellent technical skills MS Office (WORD, ACCESS, EXCEL, OUTLOOK)
• Kind and Length of Experience: 2 years professional work experience. Excellent interpersonal, communication, listening and organizational skills.
• Education Level:  High School Diploma
• Language Requirements: Ability to communicate orally and in writing in Spanish
• Physical Requirements:  any lifting, sitting on floors, etc.

WIHD is deeply committed to inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We seek to ensure that qualified applicants are considered for employment and are not discriminated against with regard to race, color, national origin, citizen status, creed, religion, religious affiliations, age, sex, marital status, sexual orientation, gender identity and expression, disability, veteran status, pregnancy, or any other status protected by law.