CSS Administrative Coordinator

Job Category : Safety Serv. (Client Safety & Guest Serv.)

Requisition Number : CSSAD001931

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• Posted: October 23, 2024
• Part-Time

Locations

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St. Anthony Foundation
150 Golden Gate Ave
San Francisco, CA 94102, USA

Founded in 1950, St. Anthony's is the most comprehensive safety net service center in San Francisco, directly providing food, clothing, medical care, addiction recovery services, access to technology, job training, and other critical resources to the community. Every day we support and are supported by thousands of San Franciscans. Everyone who comes through our doors joins the St. Anthony's family and helps us create a future where all people flourish.

Community Safety Services (CSS) staff helps provide a safe environment for staff, clients, volunteers, and other occupants of St. Anthony Foundation and our external partners and customers. This team responds to on-the-ground crises and emergencies to increase safety in the Tenderloin and similar communities. You will be supporting the CSS Management Team with administrative and reception tasks. In the spirit of our Franciscan values and heritage, our team de-escalates behaviors and risks with compassion and care daily. As a steward of healing and social justice, you are expected to meet the following duties:

Essential Duties and Responsibilities:

Program Administration, Reception, and Scheduling

• Provide assistance with preparing and editing contracts with external partners as needed.
• Responsible for data entry into data management systems. Ensure that all data information is accurate and entered timely.
• Maintain accurate records of contract start and end dates and staffing requirements, and circulates it to CSS Management monthly or as needed.
• Assist with meeting agendas and training plans. Completes work orders on behalf of CSS, arranging meeting rooms, food, beverages, and audio visual equipment set up (through IT or Ops) for meetings and trainings as needed.
• Maintain attendance files for meetings, trainings and CSS employee development and provides support for minute-taking when required.
• Compile weekly inventories of office stationery and restocking where necessary.
• In the absence of Administrative Assistant, fills in at the Front desk.
• Support CSS Management with scheduling, coordinating video conference meetings, interviews, small projects, tasks, arranging and meeting external visitors.
• Maintain records of CSS team trainings. Maintains a document with this information and circulates it to CSS Management monthly or as needed.

Guest Engagement

• Courteously assists guests, staff and visitors, giving information, responding to questions; assists clients in accessing services and programs.
• Maintain up-to-date information on internal programs and other social services in the neighborhood to support guests.
• Assist in implementing and enforcing program procedures and guidelines in all programs internally and while working externally.
• Understand and follow the organization's programs, policies, and procedures.
• Respond to guests and staff with empathy, dignity, and respect. Practice cultural humility to understand the other person's perspective and experience. We treat others how they would like to be treated.
• Demonstrate the ability to work effectively across cultures and an openness to learning about cultures not familiar to oneself.

Teamwork

• Participate in relevant meetings to support team communication and the program's capacity to fulfill organizational goals and mission.
• Collaboratively work with others to achieve team success.
• Manage stress and pressure situations calmly and responsively. Maintain the capacity to control reactions and awareness of how their behavior or response can impact others.
• Consistently demonstrate integrity while working and representing St. Anthony’s.
• Practice direct, respectful, open, and honest communication with their colleagues. Proactively seeks support from team members or management.
• Demonstrate cooperation with coworkers, management, and the community at large.

Minimum Qualifications

• 2+ years of experience in general office work setting.
• Excellent interpersonal, listening, oral, and written communication skills are required.
• Ability to be polite, diplomatic, and firm. Can set limits and practice professional boundaries with guests and coworkers.
• Ability to manage their emotions in emergency and high pressure situations.
• Ability to provide high level of customer service with good judgement. Speaks clearly and has a polite phone manner.
• Ability to complete paperwork, notes, and phone messages neatly and legibly.
• Ability or willingness to learn to use information and communication technologies (computers, smartphones, and iPads) to find, evaluate, create, and communicate information.
• Ability to stay organized when responding to many different priorities and tasks.
• Ability to be punctual, reliable, cooperative, and stay team-oriented.
• Experience with conflict de-escalation skills is preferred. Must complete Crisis Prevention training within 3 months of hire.
• P.R./First Aid certification preferred. Must complete certification within 3 months of hire.
• Experience working in a non-profit environment or community-based social service agency with people experiencing homelessness and poverty and the problems that often come alongside these experiences preferred.
• Proficiency in a second language is strongly desired.
• Commitment to St. Anthony Foundation Statement of Values and a desire to work for a social services agency serving the poor.

People of color, differently-abled people, LGBT, and folks with lived experience are strongly encouraged to apply.

St. Anthony's is proud to be an Equal Employment Opportunity Employer. We value diversity of culture, thought, and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, conviction history, uniform service membership/veteran status, physical or mental disability, protected medical conditions, genetic characteristics, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws.

St. Anthony's uses E-Verify to validate our new employees' eligibility to work legally in the United States.