Bilingual Administrative Coordinator

Brief Description

Position Summary:

The Bilingual Administrative Coordinator is responsible for daily site operations at House of Ruth Maryland’s (HRM) Highlandtown site, which conducts business in both English and Spanish. The Administrative Coordinator is often the first contact the public has with HRM and is responsible for setting a helpful, welcoming, and informed tone for visitors. Many of the individuals seeking services at HRM have experienced multiple traumas.

In addition to intimate partner violence (IPV), many have also experienced violence during the immigration process, violence in their home country, and/or community based violence that includes discrimination and hate crimes. These complex traumatic events shape how survivors interact with the people around them and the Administrative Coordinator must be comfortable engaging people who may present in a variety of emotional states and not always be clear about what they are seeking from us.

The Administrative Coordinator engages visitors with sensitivity, with safety in mind, and assists visitors in getting to the right person to address their needs in an efficient and confidential manner. The Administrative Coordinator is primarily responsible for ensuring the day to day operations of the Highlandtown office site run smoothly, coordinating schedules for coverage, site and community events, maintaining and managing the use of shared spaces, interacting with vendors, and managing the food pantry logistics.

Much of the work is self-directed and this position works daily to handle a wide range of situations, relying on sound judgment to accomplish goals.

Standard

Schedule:

Standard hours for this position are Monday‑Friday, starting at 9:00 am and finishing at 5:00 pm. This position is based on site 95% at HRM’s Highlandtown location. Local travel around the Baltimore Metropolitan area encompasses up to 5% of the position.

• Carries out routine office activities such as answering a multi‑line phone system in Spanish and English, fielding questions, routing calls, mail handling and distribution, maintaining office and building supply inventory, making service referrals, and other tasks as needed.
• Acts as the primary coverage at the Highlandtown site and works with the Site Lead to create a fair and reliable backup coverage system, ensuring two people are in the building at all times.
• Maintains an efficient, professional, and pleasant environment, troubleshooting office equipment problems, and arranging for and coordinating office equipment repair.
• Manages the Highlandtown schedule of events, staff contact lists, and staff work schedules. Updates the shared calendar and distributes information and reference tools to staff.
• Screens and assists service recipients and other visitors for entry into the facility in accordance with site policies.
• Provides administrative support, scheduling and special project assistance for the site’s programming, including the agency’s annual survivor‑focused holiday party.
• Sets up meeting rooms, arranges for refreshments, prepares materials for meetings, and cleans up after meetings.
• Provides technical support and limited training to program staff on use of computer hardware and software, copier, and other equipment, to resolve problems and upgrade skills. Liaison with HRM information technology staff on issues related to software and hardware problems.
• Acts as building captain for Emergency Preparedness plan.
• Accurately completes routine data entry within 48 hours. Produces reports as required.
• Maintains strict confidentiality with respect to victims, sensitive documents, and program projects and communications.
• Oversees administrative functions of the Food Pantry, including inventory, stocking, and distribution activities.
• Identifies opportunities to utilize trainees and volunteers to enhance operations.
• Takes initiative and creates systems that improve efficiency and effectiveness of administrative functioning of program, including the creation, update and maintenance of a procedure manual.
• Represents the agency with visitors, donors, and vendors.
• Arranges for interpreters or…