Administrative Specialist (Full-Time) Job Description
The Trauma Resource Institute (“TRI”) is an international non-profit organization based in Claremont, California. TRI is committed to building trauma-informed and resiliency-informed and focused individuals and communities through the Community Resiliency Model (CRM)® and Trauma Resiliency Model (TRM)®. The two models are designed to restore balance and healing after stressful and traumatic life events. TRI’s work has been brought to 50 states in the United States and 75+ countries around the world.
SHORT DESCRIPTION
The Administrative Specialist provides core administrative and operational support across TRI’s training, program, and organizational functions. This role helps ensure the organization runs smoothly by maintaining organized systems, coordinating logistics, supporting financial processes, managing records, and serving as a central point of coordination for internal and external requests.
The Administrative Specialist plays an important role in supporting TRI’s training operations by assisting with registration tracking, certification documentation, material and training coordination, and training participant communications, for both in person and virtual trainings. In addition, the role supports administrative workflows related to invoicing, document organization, and maintaining accurate internal records.
TRI maintains an active training calendar and regularly responds to emerging community needs, including disaster recovery programming. This role requires strong organizational skills, attention to detail, flexibility, and the ability to manage multiple priorities in a dynamic environment.
KEY RESPONSIBILITIES
Note: The responsibilities outlined in this job description are intended to provide a general overview of the role. Responsibilities may evolve based on training pipeline workflows, operational priorities, and the needs of the organization.
Administrative & Operations Support
- Provide general administrative support across TRI programs and departments
- Maintain organized digital filing systems and ensure documents are accurately stored and accessible across platforms including Dropbox, Mailchimp, Google
- Support scheduling logistics, document preparation, and internal coordination needs
- Assist with tracking key operational information across programs
- Help ensure consistency in administrative processes and documentation practices
- Support special projects and operational initiatives as assigned
- Coordinate scheduling of international and humanitarian meetings with global stakeholders
- Update metrics for humanitarian efforts worldwide
Training & Program Coordination Support
- Support administrative aspects of training coordination, including maintaining registration records and participant lists
- Assist with training logistics such as confirmation emails, reminders, and post-training follow upSupport documentation and reporting needs related to training activities
- Assist with scheduling coordination and communication related to training programs
- Track participation data to support internal reporting needs
Customer Service & Inquiry Coordination
- Monitor shared organizational inboxes (including hello@…) and respond to general inquiries
- Route inquiries to appropriate team members when specialized support is needed
- Provide clear, professional, and supportive communication aligned with TRI’s values
- Track inquiries and ensure timely follow-up
Records & Data Management
- Maintain organization of company storage unit
- Ensure files are consistently labeled and stored according to organizational standards
- Assist with maintaining accurate data across systems
- Support reporting needs by organizing and maintaining documentation
- Maintain confidentiality and data integrity
Materials & Resource Coordination
- Coordinate preparation and organization of training materials and program resources
- Track inventory of printed materials, manuals, and supplies
- Assist with preparing materials for trainings and workshops
- Help ensure materials reflect current curriculum versions
- Coordinate digital resource organization
EDUCATION AND EXPERIENCE
- Prior experience in customer service, training coordination, education programs, or nonprofit settings preferred.
- Strong written and verbal communication skills and comfort responding to high-volume email inquiries.
- Commitment to TRI’s mission and trauma-informed values.
- AA or B.A degree or equivalent experience in related field required.
- Prior experience working in a hybrid/remote work environment preferred
KNOWLEDGE, SKILLS, AND ABILITIES
The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.
- Daily responsibilities: Highly organized, detail-oriented, and able to manage multiple concurrent tasks. Proven customer support, problem-solving, advocacy, and conflict resolution experience.
- Trauma and Resiliency-Informed Communication: Uses a grounded, empathetic, non-judgmental, and solution focused approach in all interactions. Patient, empathetic, and passionately communicative.
- Excellent oral and written communication skills.
- Organizational Excellence: Effectively prioritizes, tracks deadlines, and maintains accuracy in fast-moving environments.
- Problem-Solving & Follow-Through: Identifies solutions, anticipates participant needs, ensures timely follow-up.
- Technical Competence: Confident with online learning platforms, email systems, spreadsheets, and workflow tools. Competency with Zoom, Microsoft Office, and Google Suite required. Strong computer skills and willingness to learn new software and programs as needed (e.g., Litmos Learning Portal, Slack, Asana, Dropbox, etc.)
- Comfortable learning and using new technologies, including AI tools, to support administrative and program functions
- Cultural Humility & Inclusion: Demonstrates sensitivity and respect across diverse backgrounds. Customer orientation and ability to adapt/respond to different types of people and situations.
- Professionalism & Integrity: Represents TRI’s values, maintains confidentiality, and upholds clear boundaries.
- Self-Starter: Ability to work independently, take initiative, participate as an effective team member, and follow tasks through to completion.
- Enjoys working within a small, entrepreneurial environment that is mission-driven.
- Ability to lift, carry and/or pull at least 20 pounds.
- Requires Driver’s License, car, and proof of car insurance.
Location: This is a remote position based from home, with occasional in-person work required to support TRI trainings, meetings, materials preparation, and other operational needs. The Administrative Specialist will support both virtual and in-person trainings. Candidate must live within 20 miles of Claremont, California and have reliable transportation, a valid driver’s license, and proof of car insurance.
Schedule: Full-time based within 20 miles of Claremont, California. Generally, Monday-Friday workweek. However, during trainings, some weekends are required. TRI’s business hours are Monday-Friday 9am-5pm Pacific time.
Status: Non-Exempt
Note: The responsibilities and qualifications outlined in this job description are intended to provide a general overview and may be subject to change based on the evolving needs of TRI.
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k) matching
- Flexible schedule
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
Work Location: Hybrid remote in Claremont, CA 91711
