Job Details

Office Coordinator

Rape Crisis Center Madison, WI WI
Position Title: Office Coordinator
Position Code: OC
Position Type: Full Time Regular
Remote Type: N/A
Opening Date: 8/25/2022
Salary Range: $33,000 - $44,000 Annually
Position Location: Madison, WI, WI
Position Opening Date: 8/25/2022
Position Closing Date: 9/30/2022 12:00:00 AM
Benefits: Generous benefits package, including:
  • Employee health insurance
  • Dental
  • Vision
  • 401k with employer match!
  • Life Insurance
  • Short term disability
  • Holidays and paid time off!
Total Hours Per Week: 40
POSITION SUMMARY
The main function of the Office Coordinator (OC) is to increase the efficiency of and maintain the office through a variety of strategic, detail-oriented, pro-active functions that require a dedication to detail and a commitment to the agency’s services and functionality. Under the supervision of the Associate Director, the OC provides administrative support to all RCC departments: Outreach & 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, Monday through Friday.
  • Maintain info email box including and not limited to answering emails, problem solving, and referrals to clients and partners.
  • Provide basic support for internal maintenance of IT systems, occasionally 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.          
  • Organize and upkeep office spaces for supplies, efficiency, and cleanliness.
  • 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 and checking references.
  • 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.
 
 
Executive Director Support
  • Provide administrative support to the Executive Staff including but not limited to Board meeting preparation, communication, scheduling and clerical/administrative assistance.     
  • Process credit card reimbursements and other administrative documentation, as needed.
  • Maintain memberships and subscriptions.
 
Department Support
  • Schedule clients and support callers who contact the business office, as needed.
  • Assist Client Services organizational tasks for direct client services including but not limited to database entry for client interactions.
  • 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 reports for grant contracts utilizing appropriate databases.
  • Assist in the coordination of Outreach and Education activities.
 
Development
  • Work with Development to process donor acknowledgements including timely thank you letters and donor database maintenance.
  • Assist with coordination of agency fundraising events as needed.  
 
REQUIRED QUALIFICATIONS
  • Commitment to supporting RCC’s values of serving all survivors in Dane County, and an understanding of privilege and oppression and its impact on client needs and services.
  • Excellent problem-solving skills.
  • 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.
 
 

Benefits:

Generous benefits package, including:
  • Employee health insurance
  • Dental
  • Vision
  • 401k with employer match!
  • Life Insurance
  • Short term disability
  • Holidays and paid time off!