Lead Administrative Support Specialist

Description

POSITION TITLE
:
Lead Administrative Support Specialist

STATUS
:
Exempt, FT

GRADE
: 3

DEPT/PROGRAM NAME
:
Youth and Family Potential

REPORTS TO
:
Administrative Manager

The Lead Administrative Support Specialist provides advanced administrative, operational, and cross-site coordination support for Youth & Family Potential. This position ensures consistency and efficiency across multiple locations by supporting daily operations, maintaining program data, and coordinating administrative processes. Serving as a key liaison between leadership, program staff, and external partners, the role supports communication flow, contract compliance, and alignment of operational practices across sites.

The position also provides on-site leadership presence when assigned, helping to identify operational needs and ensure timely resolution of issues.

• Coordinate and support daily operations across multiple program sites to ensure consistency, efficiency, and continuity of services.
• Serve as an on-site point of contact when present, addressing operational needs and escalating issues as appropriate.
• Provide guidance and support to staff to ensure alignment of workflows, procedures, and service standards across locations.
• Travel between sites as needed to support operational continuity and organizational priorities.

• Support the Administrative Manager with contract compliance, program reporting, and operational documentation.
• Maintain accurate program data, spreadsheets, reports, and shared records.
• Prepare and maintain documents including correspondence, presentations, meeting materials, and internal reports.
• Process purchase orders, invoices, supply requests, and other administrative transactions.

• Serve as a communication link between leadership, staff, and program sites to ensure timely information flow.
• Track and follow up on action items, supporting issue resolution and operational alignment.
• Provide updates on operational status, priorities, and cross-site needs to leadership.

• Coordinate logistics for meetings, trainings, and leadership visits, including scheduling, space setup, materials preparation, and technology support.
• Track attendance, timelines, and deliverables for projects and initiatives.
• Support cross-functional projects by monitoring progress and providing status updates as needed.

• Support front desk and office operations, including phone coverage, visitor reception, mail distribution, and general office support.
• Ensure office supplies are stocked and workspace areas are organized and functional.
• Provide backup coverage for administrative functions as needed to maintain daily operations.

• Provide professional, respectful, and responsive service to members, staff, and visitors.
• Greet individuals in person and by phone, distribute program information, and connect individuals to appropriate resources.
• Maintain a welcoming environment and support individuals who may require additional assistance.

• Support outreach and awareness of organizational programs and services.
• Assist with special events, trainings and organizational initiatives.
• Provide additional administrative or operational support as needed.

OTHER DUTIES AS ASSIGNED
:
This position may be assigned additional duties to support organizational priorities, special projects, or evolving operational needs. Flexibility and responsiveness are essential.

• Prior administrative or office experience in a professional setting.
• Experience supporting leadership or cross-functional teams preferred.
• Experience coordinating operations across multiple sites or programs preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, time management, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.
• Strong customer…