Job Details

Status: Non-Exempt

Reports to: VP of Finance & Administration

Hours: 30 Hours (12-6 PM M-F) - $26/hour

Position Qualifications:

• Bilingual: Fluent in English and Spanish (spoken and written) is required.
• Experience: Minimum of 2 years in administrative and customer service roles, preferably in educational or nonprofit environments.
• Customer Service: Proven track record in providing exceptional service and building positive relationships with diverse stakeholders.
• Technical Skills: Proficient in Microsoft Office Suite and basic office equipment.
• Communication: Excellent verbal and written communication skills in both languages are essential.
• Organization: Strong organizational skills and attention to detail, with the ability to multitask effectively.
• Teamwork: A collaborative mindset, flexibility, and a willingness to support various administrative and program needs.

Job Description:

As an Administrative Support Coordinator at North Bay Children's Center (NBCC), you will be a vital part of our team, combining administrative functions with program support at our Headquarters in Novato. We seek a motivated individual who is bilingual (English/Spanish), has at least 2 years of experience in administrative roles, and exhibits strong customer service and technical skills. This role ensures that families, staff, and visitors experience a welcoming, efficient, and supportive environment.

Position Requirements:

• Front Desk Operations:
  • Greet and assist families, children, staff, and visitors, always creating a positive and professional first impression.
  • Keep front office promotional and marketing materials updated and engaging.
  • Answer and direct phone calls, respond to emails, and manage general inquiries effectively.
  • Maintain daily visitor logs and uphold safety and security protocols.
  • Monitor the Main Entrance, managing access for visitors into the office.
• Administrative Support:
  • Provide administrative assistance, including scheduling, filing, data entry, and document preparation.
  • Assist in maintaining records, reports, and confidential files according to NBCC policies.
• Program Support:
  • Facilitate communication between families and program staff, providing translation as needed.
  • Help organize program materials, events, and meetings.
  • Support the implementation of program activities by preparing materials and ensuring logistical support.
• Customer Service:
  • Deliver exceptional service to all stakeholders, addressing concerns with empathy and professionalism.
  • Create a warm and inclusive atmosphere for families and guests from diverse backgrounds.
• Technology & Office Management:
  • Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other software platforms for daily tasks.
  • Troubleshoot basic office equipment and technology issues.
  • Order and maintain office and copier supplies and inventory.
  • Coordinate with the Facilities team through Work Orders as needed.
• Collaborations and Communication:
  • Provide reception support for administration, greeting guests and directing their flow.
  • Use computers, tablets/iPads, and other office equipment.
  • Update the front office welcome display daily.
  • Ensure all guests sign in and receive temporary badges, maintaining guest logs for Brayton Campus.
• Work Environment:
  • Frequent loud noise level.
  • Work both indoors and outdoors.
  • Interact with children ages 0-6 years.
• Human Resources:
  • Health screening as required.
  • Tuberculosis test and documentation as specified.
  • Criminal Record Clearance and/or exemption (DOJ, CACI & FBI).
  • Valid Driver's License.
  • Completion of Child Abuse Mandated Reporter Training (online).
  • Employee Rights Compliance.
  • Proof of Immunizations for MMR, Tdap & Flu.
  • Current CPR & First Aid Certification.
  • Covid-19 Vaccination.
• Physical Demands:
  • Health clearance by a physician.
  • Ability to meet physical job requirements, including lifting up to 50 pounds and various movements such as squatting, bending, reaching, standing, and sitting.
  • Proof of current immunizations (Measles, Pertussis, Influenza, COVID-19).
  • T.B. clearance within the last year.

Compensation Details: $26 Hourly Wage