VH Administrative Coordinator

GET TO KNOW US:

For over 100 years, Vista Del Mar Child & Family Services (VDM) has taken great pride in providing exceptional programs and services for children and families throughout LA County. VDM envisions a community where all children and families are equipped and prepared to live productive, fulfilling lives. We serve the most vulnerable in Los Angeles, many of whom have faced multi-generational inequities. Vista Del Mar is guided by core values of empowerment, equity, and excellence.

CULTURE:

Folks who are Black, Indigenous, people of color, LGBTQ+, of a marginalized gender, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression, and/or gender-based violence are encouraged to apply.

MISSION:

Vista Del Mar provides a trauma-responsive continuum of services to empower children, youth, and families in Southern California to lead fulfilling lives.

 POSITION OVERVIEW

The Administrative Coordinator for Vista Haven provides administrative and clerical support, including answering phones, filing, data entry, and scheduling meetings. Specific duties depend on the department but may include supporting the City Clerk with agendas and minutes, assisting with Human Resources tasks, or handling property management functions such as processing applications and maintenance requests. Maintains documentation, forms, and paperwork. Ensures protection and completion of staff files. Provides clerical support to the Vista Haven program. This position is expected to function effectively with limited supervision while following procedures and agency, federal, and state licensing regulatory requirements.

Essential Job Duties  

1. Responsible for general office tasks, including answering phones, filing documents, managing correspondence, scheduling meetings, and appointments for maintenance staff or vendor.

2. Collaborate with Program Leadership regarding upcoming events or plans, such as helping schedule new hires, coordinating employee communication, and collaborating with Finance and Payroll to reconcile payments and discrepancy.

3. Reviews new hire paperwork for the Vista Haven program, including coordinating internal transfers and promotions (job changes), red flags, applicant tracking, and data analytics about new hires, and serves as the HR liaison.

4. Collects, orders, and tracks program purchases related to hygiene, PPE, clothing, program supplies, housekeeping, and other mass purchases; will be readily available to receive packages and distribute to each team.

5. Assists with reconciliation efforts of the vehicle (i., mileage logs and maintenance reports), credit card management (i.e., filing, organizing, and coding), and other reimbursements.

6. Reviews spreadsheets and reports to ensure each team competes in each respective field, as well as enters information promptly.

7. Support program leadership with requesting new keys, badges, and other employee- related items needed to complete their jobs successfully. Serve as the first point of contact for visitors, greet guests, and answer general inquiry.

8. Ensures the facility is presentable for visits by working in conjunction with the floor staff, housekeeper, and maintenance.

9. Troubleshoot and resolve problems in daily operational systems, such as escalating technological (IT) or maintenance issues, and facilitate resolution.

10. At times, they may have to travel around campus or off-site to pick up or make purchases on behalf of the program.

WHAT YOU BRING TO VDM?

• Bachelor's degree in behavioral sciences, human services, or social service field


• Must have at least 1 year of experience working with child welfare standards, best practices, or quality assurance or compliant.


• Excellent work habits and attendance.


• A thorough understanding of residential treatment; demonstrate leadership abilities; Strong understanding of working with emotionally disturbed youth and related clinical implication.


• 5. Must have excellent time management skills and organizational skills.


• 6. Training in First-Aid, CPR, or CPI


• 7. Must be trained in Risking Connections as well as Commercially Sexually Exploited Children (CSEC) programs.

SALARY - $56,000 - $58,800

What Can We Offer You for All Your Hard Work?

• Full benefits offered (Medical, Dental, Vision)


• FSA/Dependent Care and Supplemental benefits through The Standard


• 403(b) – 3% Employer contribution based off annual salary


• 4 Mental Health Days


• Up to 12 Paid Holidays


• Up to 25% for Cell Phone Discounts with 3 Major Carriers (AT&T, Verizon, Sprint)

Vista Del Mar’s Credentials:

Our nationally recognized clinical programs have been awarded a Gold Seal by the Joint Commission, the highest level of accreditation possible. In addition, our educational facilities are fully accredited through the Western Association of Schools and Colleges (WASC), and our graduate degree program is recognized worldwide for its high quality of instructions.

Equal Employment Statement

Vista Del Mar is committed to the full inclusion of all qualified individuals. Therefore, all qualified applicants will be considered for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Vista Del Mar will ensure that persons with disabilities are provided reasonable accommodations as part of this commitment.