Job Details

Job Title: Administrative Support Specialist

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 front office administrative and customer service experience, preferably in an educational or nonprofit setting is required
• Customer Service: Exceptional ability to provide outstanding customer service and build positive relationships with community partners, stakeholders, families, and staff
• Technical Skills: Proficient with computers, including Microsoft Office Suite and basic office equipment is required
• Communication: Excellent verbal and written communication skills in both languages is required
• Organization: Strong organizational skills, attention to detail, and ability to multitask in a dynamic environment
• Teamwork: Collaborative, flexible, and willing to support both administrative and program needs

Job Description:

The Administrative Support Specialist role at North Bay Children's Center (NBCC) is a vital position that enhances both administrative operations and program support at our headquarters in Novato. The ideal candidate will be bilingual (English/Spanish), possess significant front office administrative and customer service experience, and exhibit exceptional communication and technology proficiency. This role ensures a welcoming and efficient environment for families, staff, and visitors.

Position Responsibilities:

• Front Desk Operations:
• Greet and assist families, children, staff, and visitors, ensuring a positive and professional impression at all times
• Ensure promotional and marketing materials are current
• Manage phone calls, emails, and general inquiries
• Maintain daily visitor logs and ensure compliance with safety and security protocols
• Monitor main entrance, buzzing 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 in compliance with NBCC policies
• Program Support:
• Facilitate communication between families and program staff, translating as needed
• Help organize program materials, events, and meetings
• Support program activities by preparing materials and providing logistical support
• Customer Service:
• Deliver exceptional customer service to all stakeholders, addressing questions and concerns with empathy and professionalism
• Create a welcoming and inclusive environment for families and guests from diverse backgrounds
• Technology & Office Management:
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other software for daily tasks
• Troubleshoot basic office equipment and technology issues
• Manage office and copier supplies and inventory
• Collaborate with Facilities team through Work Orders as needed
• Collaboration and Communication:
• Provide reception support, greeting guests, directing flow, receiving packages, and managing mail
• Utilize 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 records for Brayton Campus
• Work Environment:
• Regularly loud noise level
• Indoor and outdoor work
• Work with children ages 0-6
• Human Resources:
• Health screening as required
• Tuberculosis test and documentation
• Criminal Record Clearance and/or exemption
• Valid Driver's License
• Child Abuse Mandated Reporter Training (online)
• Employee Rights documentation
• Proof of Immunizations for MMR, Tdap & Flu
• Current CPR & First Aid certification
• Covid-19 Vaccination
• Physical Demands:
• Health clearance by a physician
• Ability to lift up to 50 pounds and perform various movements including squatting, bending, and standing
• Proof of current Immunizations (Measles, Pertussis, Influenza, COVID-19)
• T.B. clearance within the past year

Compensation details: $26 Hourly Wage