Administrative Support Specialist

Position Summary
The Administrative Support Specialist plays a key role in supporting the day-to-day operations of the FamilyMatters office, reporting directly to the Executive Director. This position provides general administrative support, helps oversee building and office operations, supports adherence to contract and grant documentation requirements, and supports program staff through supply management and logistics.

This role requires a highly organized, detail-oriented professional who can manage multiple priorities, maintain confidentiality, and represent the organization with professionalism and warmth.

Essential Duties and Responsibilities
1. Administrative Support
Provide day-to-day administrative support to the Executive Director, including scheduling, correspondence, and file management.
Prepare meeting agendas, take minutes, and track follow-up actions for staff and leadership meetings.
Manage incoming calls, mail, and general inquiries, directing them to the appropriate staff member.
Maintain organized digital and physical filing systems for office and program records.
Draft and format correspondence, reports, and internal communications as needed.
Maintain confidentiality of sensitive personnel, financial, and client information.

2. Building and Operations Support
Support building-related needs, coordinating with the landlord, vendors, and maintenance staff alongside the office manager.
Monitor facility conditions and promptly report maintenance or repair needs.
Support health, safety, and licensing compliance walkthroughs and inspections.

3. Contract and Grant Documentation Support
Maintain organized files of contracts, grant agreements, and related correspondence to ensure timely renewals and compliance.
Track key contract and grant deadlines, reporting requirements, and deliverables, flagging upcoming due dates for the Executive Director.
Assist in compiling documentation needed for grant reporting and audits.
Support adherence to funder and contract requirements by maintaining accurate, up-to-date records.
Coordinate with the Executive Director and finance team to ensure documentation supports invoicing and reimbursement processes.

4. Program Supply and Logistics Support
Order, track, and maintain inventory of office and program supplies, ensuring adequate stock for daily operations.
Coordinate purchasing and procurement in line with agency policies and budget guidelines.
Support program staff with logistics for client services, activities, and events.
Assist with onboarding logistics for new staff, including workspace setup, supplies, and access.

5. General Office Support
Serve as backup to the front desk and reception at the FamilyMatters office.
Support office systems such as supply management, filing, and document organization.
Perform other duties as assigned.

Performance Expectations
Success in this position will be evaluated based on:

Accuracy and timeliness of administrative and documentation tasks
Effective tracking of contract and grant deadlines and deliverables
Responsiveness to office operations and facility needs
Discretion in handling confidential information
Professionalism and quality of internal and external communication
Reliability in supporting program staff and office logistics

Core Competencies
Organizational skills: ability to manage multiple projects, deadlines, and priorities simultaneously.
Communication skills: clear and professional written and verbal communication.
Problem solving: resourceful and proactive in identifying and resolving issues.
Time management: prioritizes effectively and manages workload independently.
Discretion: handles confidential information with integrity and professionalism.
Attention to detail: ensures accuracy in contract, grant, and compliance documentation.

Required Qualifications
Education
High school diploma: required; Associate or Bachelor's degree preferred.
Experience
At least two years: of administrative, office management, or operations experience.
Nonprofit or human services experience: preferred.

Licenses, Certifications, and Other Requirements
Proficiency: in Microsoft Word, Excel, Outlook, and PowerPoint.
Comfortable: learning and using databases, grant/contract tracking tools, and cloud-based systems.
Ability: to complete and maintain all required background screenings and employment clearances.

Preferred Qualifications
Bachelor's degree: in business administration, nonprofit management, or a related field.
Prior experience: supporting grant or contract compliance documentation.