Guardianship Coordinator

JOB SUMMARY

This full-time, at-will position supports the daily operations of the Guardianship Program by coordinating administrative activities, maintaining accurate records, assisting with financial processes, and supporting program compliance. The position also recruits and coordinates volunteers and interns, facilitates communication with internal departments and community partners, and helps ensure program activities are completed accurately and on scheduled.

ESSENTIAL DUTIES  

1. Coordinates the day-to-day administrative and operational functions of the Guardianship Program.
2. Maintains accurate, organized, and confidential program records, files, databases, and documentation.
3. Tracks required reports, court filings, renewals, deadlines and other program requirements and follows up with responsible staff to support timely completion.
4. Serves as the primary liaison between the Guardianship Program and the Finance Department, facilitating the exchange of financial information and required documentation.
5. Coordinates and tracks requests for payments, reimbursements, purchases, and other financial transactions in accordance with agency procedures.
6. Recruits, coordinates, and supports volunteers and interns by developing relationships with colleges, universities, community organizations and other recruitment sources; coordinating with HR on screening, onboarding, and orientation; assisting with training and scheduling; and maintaining records to ensure completion of required documentation, training and assigned activities.
7. Serves as an administrative point of contact for the Guardianship Program and facilitates communication with internal departments, courts, attorneys, service providers, financial institutions, and other community partners.
8. Prepares correspondence, reports, forms, spreadsheets, meeting materials, and other program-related documents.
9. Provides general administrative support and assists with special projects.
10. Other duties as may be assigned and/or requested from time to time in fulfillment of the agency’s mission.

RESPONSIBILITIES 

The Guardianship Coordinator is responsible for providing administrative and operational support for the Guardianship Program. Responsibilities include maintaining program records and documentation, tracking deadlines and required activities, serving as a liaison with the Finance Department, assisting with volunteer and intern recruitment and coordination, and providing routine administrative support in accordance with established policies and procedures.

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• Minimum High school diploma or general education degree, (GED);
• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with database software or case  

WORKING CONDITIONS AND PHYSICAL DEMANDS  

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is usually seated, standing, or walking at will in a typical office setting. Very limited physical effort required.  

Travel is required.  

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Knowledge of basic computer applications, including basic knowledge of Microsoft Office
• Strong communication skills, both written and verbal, with the ability to interact respectfully with diverse populations.
• Proficient in time management and organizational skills to track deadlines and maintain records.

DIFFICULTY OF WORK

Work involves performing a variety of administrative and coordination tasks that require accuracy, 

attention to detail, organization, and adherence to established procedures and deadlines. Duties may 

involve managing multiple assignments at the same time and coordinating information among 

various departments and outside agencies. 

PERSONAL WORKING RELATIONSHIPS

• With Guardianship Team and REAL Services staff
• With clients, families, and social service agencies

CONDITIONS OF EMPLOYMENT

• Successful candidate must submit to pre-employment drug screening, limited criminal history check, driver check and National Sex Offender Registry check, SAM and OIG exclusion screenings. Must pass and maintain compliance with agency’s background check policy.
• Proof of educational credentials is required at time of employment
• Valid driver’s license and a dependable vehicle required
• Must meet Agency’s require car insurance coverage level at time employment begins and maintain throughout the duration of employment (Liability Coverage: $100,000/$300,000/$100,000)
• Password protected internet access of good quality to perform essential duties.
• This position has a 90-day probationary period.