POSITION PURPOSE
The Office Administrator keeps Christ Child Society's office facilities in the suites and its shared administrative systems organized and dependable; provides confidential and responsive administrative support to the Executive Director; owns the day-to-day membership administration process; and delivers consistent logistical support to programs and volunteers.
The position serves as a central point of coordination among staff, organizational leadership, vendors, visitors, members, and volunteers. This is a shared administrative role supervised by the Director of Operations. The Director of Operations sets priorities, manages competing requests, and ensures that support remains aligned with the position's intended scope.
ESSENTIAL FUNCTIONS
Building and Office Operations (30%)
- Maintain a professional, welcoming, and functional office environment in CCS Suites, including reception coverage, general phone and visitor support, meeting-room readiness, common spaces, supplies, and shared equipment.
- Serve as the primary administrative contact for property management and office-service vendors supporting Suites, including cleaning, repairs, maintenance, security, copier, postage, and related services.
- Submit, track, and follow up on facilities and service requests through completion; escalate safety concerns, service disruptions, and significant repair needs to the Director of Operations.
- Manage keys, access cards, visitor procedures, and basic office access records in coordination with Operations/IT.
- Maintain inventory and order approved office, meeting, kitchen, and basic safety supplies within established budgets and purchasing procedures.
- Coordinate mail and package receipt, date-stamping, logging, distribution, and routing in accordance with internal controls.
- Route checks, invoices, and financial materials promptly to the responsible department.
- Coordinate workspace setup and removal for incoming and departing employees, including furniture, equipment, supplies, and access needs, in partnership with Operations/IT.
Executive Director and Governance Administration (30%)
- Manage the Executive Director's calendar, scheduling requests, meeting confirmations, reminders, and routine logistical details using agreed protocols.
- Maintain and update CCS shared organizational calendars, including office, staff, volunteer, Board, Guild Council, website, and other organizational calendars.
- Enter approved dates and changes supplied by the responsible staff or volunteer leader and track meeting dates, preparation deadlines, document-distribution dates, and recurring activities.
- Coordinate Board and Guild Council meeting logistics, including scheduling, invitations, room or virtual setup, materials, refreshments, attendance records, and post-meeting distribution.
- Track commitments, deadlines, and action items arising from executive and governance meetings, and support timely follow up with designated owners.
- Organize executive and governance records in accordance with established naming, access, retention, and confidentiality practices.
Program, Membership, and Volunteer Support (30%)
- Own the day-to-day membership administration process, including maintaining accurate membership and organizational contact records; updating addresses and other approved information in the Society's database; creating and updating email mailing lists; preparing renewal mailings and labels; and responding to general membership inquiries.
- Escalate questions involving membership policy, dues decisions, governance, or member relationships to the appropriate staff or department leader.
- Manage the intake, tracking, acknowledgment, and routing of online interest forms and general inquiries received through the CCS website or email.
- Distribute submissions promptly to the appropriate program or department and follow up to confirm a documented handoff.
- Program and department leaders retain responsibility for the substantive response, volunteer onboarding, and ongoing engagement.
- Provide administrative support for programs and organizational events, including registrations, RSVPs, name tags, sign-in materials, packets, mailings, room setup, refreshments, and other event logistics.
- Maintain and edit approved content on the CCS website, including organizational calendars, forms, contact information, and routine page updates, under the direction of the Director of Operations and with technical support from IT.
- Program and department leaders remain responsible for the accuracy and approval of content within their areas, and IT retains responsibility for technical administration, security, and website functionality.
- Document and route donations and contributions according to established procedures.
- Advancement retains responsibility for donor acknowledgments, gift records, stewardship, and reporting standards.
- Maintain clear records of requests, deadlines, and completed support so recurring work can be planned, delegated, and improved.
OTHER DUTIES AND RESPONSIBILITIES
Organizational and Seasonal Support (10%)
- Organizational and Administrative Support (10%)
- Provide administrative and logistical support during organizational events, high-volume mailings, peak program periods, staff absences, and other time-limited projects.
- Assist with projects that improve office systems, records, templates, workflows, and cross-department coordination.
- Coordinate Board and Guild Council meeting logistics and materials, including distribution of approved meeting minutes, but is not responsible for preparing or taking minutes.
- Coordinate repair and technology service needs with appropriate vendors or resources; the position is not responsible for performing technical maintenance, repairs, or IT services.
- Provide defined administrative and logistical support to programs, Advancement, Finance, and other departments as needed, while responsibility for program strategy, volunteer management, financial functions, fundraising and donor management, and department-specific systems remains with the appropriate department or program leader.
- Perform other duties consistent with the position and organizational priorities, as assigned.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- At least three years of relevant experience in office administration, executive support, facilities coordination, or a comparable role.
- High school diploma or equivalent required; additional education, training, or directly relevant experience preferred.
- Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, shared calendars, and cloud-based file management; comfort learning databases, CRM systems, website content-management systems, and other administrative technology.
- Experience coordinating vendors, office services, meetings, events, calendars, or administrative workflows.
- Strong attention to detail and demonstrated accuracy in database updates, calendars, mailings, labels, records, and written materials.
- Strong written communication, proofreading, customer service, organization, recordkeeping, and follow-through.
- Sound judgment and discretion when handling confidential, personnel, governance, donor, or organizational information.
- Ability to manage competing requests, clarify priorities, anticipate needs, and escalate concerns before deadlines or service expectations are missed.
- A practical, service-oriented approach to working with staff, members, volunteers, visitors, vendors, and organizational leaders.
Work Schedule Non-exempt position scheduled for 35-40 hours per week.
The role is primarily on-site because it supports office access, facilities, visitors, meetings, mail, and shared operations.
Occasional evening or weekend support may be required for Board meetings, organizational events, or seasonal activities, with advance notice whenever practicable.
Physical Requirements
- The following requirements may be performed with or without reasonable accommodation: Regularly use standard office equipment and move through office and meeting spaces.
- Prepare rooms and materials and occasionally lift or move items weighing up to 30 pounds.
Equal Employment Opportunity: Christ Child Society, D.C. is an equal opportunity employer. Employment decisions are based on organizational needs, job requirements, and individual qualifications. The organization is committed to providing equal employment opportunity and reasonable accommodation in accordance with applicable law.
Pay: $24.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
