Job Details

Office Coordinator

Rape Crisis Center Madison WI
Position Title: Office Coordinator
Position Code: OC
Position Type: Full Time Regular
Remote Type: COVID-19
Opening Date: 5/4/2021
Salary Range: $39,400 - $44,300 based on experience
Position Location: Madison, WI
Position Opening date: 5/4/2021
Position Closing date: 8/5/2021 12:00:00 AM
Shift / Availability Needed:
Total hours per week: 40
POSITION SUMMARY
The main function of the Office Assistant (OA) is to increase the efficiency of and maintain the office through a variety of strategic, detail-oriented, pro-active functions that require commitment to the agency’s services and functionality. Under the supervision of the Associate Director, the OA provides administrative support to all RCC departments: Education, Direct Client Services and Development. All RCC employees must be committed to providing services with and to a variety of cultures with cultural awareness, sensitivity, and humility.

DUTIES AND RESPONSIBILITIES
Office Administration
  • Answer business phones and greet office visitors from 9:00 am and 5:00 pm.
  • Provide basic support for internal maintenance of IT systems and working with an external IT specialist as needed to address issues.
  • Complete daily clerical functions of the office: word processing, copying/scanning, filing, process incoming and outgoing mail including special project mailings; order office supplies as needed to maintain a sufficient stock.              
  • Serve as agency liaison to building management for maintenance and repair in office suite as directed by agency leadership.
  • Make travel arrangements for staff as needed.          
  • Other general office related duties and projects as assigned.            
Human Resources and Accounting Administrative Assistance
  • Assign equipment and electronic profiles to new employees during on-boarding process.
  • Assist hiring managers with scheduling interviews.
  • Review agency bank statement.
  • Process incoming cash receipts invoices.
  • Maintain vendor and banking files.
  • Liaise with outsourced Accountant as necessary.
  • Other business-related duties as assigned.
Education Department Coordination
  • Manage the education and outreach request process, including:
    • Maintaining prompt communication with requester about logistics, fees, and appropriate follow-up
    • Coordinating with education staff to fulfill education and outreach requests, and/or working with departments to assign staff as appropriate
    • Managing Outreach & Education calendar and requests spreadsheet, which includes adding new requests as scheduled and managing sharing
    • Tracking outreach and education data, and producing program reports as requested
  • Maintain up-to-date education volunteer records and notify Director of Education and Outreach of significant changes
  • Assist Outreach & Education staff and volunteers in coordinating and preparing for Outreach and Education programs and events, such as gathering materials for tablings, organizing GameChanger application process, and as assigned
Direct Client Service
  • Schedule clients and support callers who contact the business office, as needed.
  • Assist Co-executive Director/Director of Client Services organizational tasks for direct client services.
  • Assist Direct Client Services staff with paperwork related to client intakes and statistics collection, as appropriate.
  • Other Direct Client Services related duties as assigned.
  • Generate monthly client report for county contract utilizing our client database.
Executive Director Support
  • Provide administrative support to the Co-executive Directors including but not limited to Board meeting preparation, communication, scheduling and clerical/administrative assistance.     
Development
  • In the periodic absence of the Communications Specialist, process all donor acknowledgements including timely thank you letters and donor database maintenance.  
  • Assist with coordination of agency fundraising events as needed.  
REQUIRED QUALIFICATIONS
  • Experience providing administrative support to management.
  • Experience appropriately handling sensitive and confidential information.
  • General clerical skills including typing, filing, proofreading, multi-line phone experience, reception.
  • Ability to learn new software and programs as acquired and implemented.
  • Proficiency in Microsoft Office (Word, Excel, etc.) and Google Suite (Google Docs, Sheets, etc.)
  • Excellent communication skills, organizational skills, attention to detail, the ability to change between tasks quickly and the ability to work with frequent disruption.
  • Ability to provide basic IT support.
OTHER REQUIREMENTS
  • Access to reliable private transportation with appropriate license and insurance.
  • Satisfactory Criminal Background Check.
  • Successful completion of RCC Helpline training.
WORK ENVIRONMENT & JOB SPECIFICATIONS
The work environment and job specifications listed below are representative of those that must be met by an employee, with or without accommodations, to successfully perform the essential functions of this job.  
  • Work is primarily performed in an office environment.
  • Must be able to lift and move up to 20 pounds.
  • Ongoing daily movement around the office and access or use of computers, office equipment, telephone, and any other pertinent supplies, space or equipment used to perform the duties of the position.
  • Must be able to work with frequent interruption.
  • Low to moderate noise level.