Administrative Assistant/Coordinator

Job Overview We are seeking a dynamic and highly organized Administrative Assistant/Coordinator to join our team. This vital role offers an exciting opportunity to provide high‑quality administrative, clerical, and organizational support. This position ensures smooth daily operations, assists with program coordination, maintains accurate documentation, and facilitates communication with partner agencies, multidisciplinary team members, and the public. The ideal candidate is detail‑oriented, organized, professional, and comfortable working in a fast‑paced, trauma‑informed, community‑focused environment, enhancing overall efficiency. Duties: Administrative & Clerical Support Prepare, format, and proofread letters, agendas, minutes, forms, reports, and program documents. Maintain organized digital and physical filing systems, including program, personnel, MDIT, and vendor records. Assist with data entry, tracking logs, contact lists, and documentation required for grants and compliance. Draft routine correspondence and manage incoming communication. Maintain confidentiality of sensitive information, including CAC case‑related materials. MDT Meeting Facilitation & Coordination Schedule, organize, and facilitate MDIT meetings for CAC case coordination. Prepare agendas, case lists, meeting packets, sign‑in sheets, and follow‑up documentation. Ensure meetings run smoothly by managing attendance, guiding the agenda, and keeping discussion on track. Document action items, next steps, and required follow‑ups for MDIT members. Maintain accurate MDIT records, logs, and compliance documentation. Serve as a professional point of contact for MDIT members, including law enforcement, CPS, prosecution, medical providers, and mental health partners. Program Coordination & Support Track program deadlines, deliverables, and recurring reporting requirements. Support CAC operations by coordinating supplies, intake materials, and case documentation workflows. Assist with logistics for trainings, community events, and partner meetings. Calendar & Communication Management Maintain the NCFRN/CAC master calendar and track recurring deadlines. Schedule meetings, confirm attendance, and send reminders. Provide courteous, professional communication with partner agencies, MDIT members, community organizations, and the public. Answer phones, greet visitors, and direct inquiries appropriately. Grant & Compliance Support Maintain grant deadline calendars and documentation logs. Assist with collecting, organizing, and formatting required attachments. Prepare draft forms, templates, and reports for grant submissions and compliance monitoring. Support data collection and reporting for CAC and NCFRN programs. Procurement & Vendor Coordination Order office supplies, program materials, and CAC‑specific resources. Track invoices, receipts, and vendor communication. Maintain updated vendor and partner contact lists. Required Knowledge, Skills & Abilities Strong organizational skills and attention to detail. Ability to plan, prioritize, and manage multiple tasks effectively. Proficiency with computers, office software, email platforms, and digital filing systems. Ability to proofread documents for accuracy and clarity. Strong written and verbal communication skills. Ability to maintain confidentiality of sensitive information, including trauma‑related case details. Ability to work effectively with partner agencies, MDIT members, community organizations, coworkers, and the public. Ability to learn and adapt to new technology used in office and program operations. Ability to remain focused and effective despite interruptions. Ability to exercise tact, discretion, and sound judgment in sensitive situations. Minimum Qualifications Bachelor’s degree in social work, psychology, criminal justice, or a closely related human services field required. Supervisory experience required, preferably in a social services, nonprofit, or multidisciplinary team environment. Prior adm…

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