Lead Administrative Support Specialist

Apply

Job Type

Full-time

Description

POSITION TITLE:

Lead Administrative Support Specialist

STATUS:
Exempt, FT

GRADE: 3

DEPT/PROGRAM NAME:
Youth and Family Potential

REPORTS TO:

Administrative Manager

SUMMARY:

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.

ESSENTIAL RESPONSIBILITIES:

Cross-Site Operations & Coordination

* 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.

Administrative & Data Management Support

* 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.

Communication & Liaison Duties

* 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.

Meeting, Event & Project Coordination

* 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.

Office Operations & Coverage Support

* 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.

Member Contact:

* 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.

NON
- ESSENTIAL RESPONSIBILITIES:

* 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.

QUALIFICATIONS:

* 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 service and stakeholder support skills.

* Ability to work independently and collaboratively across teams.

* Adaptable, proactive, and solution-oriented approach.

* Ability to influence and support operations without formal supervisory authority.

* Familiarity with budget tracking, basic financial processes, or administrative financial support preferred.

EDUCATION REQUIRED:

Associates degree or equivalent

PROFESSIONAL TRAINING

REQUIRED:

A minimum of fifteen (15) hours of professional development related to Early Childhood and/or job responsibilities is required annually after hire.

OTHER REQUIREMENTS:
The Lead Administrative Support Specialist may be assigned additional duties outside of the primary responsibilities to support special projects,…