Programs Administrator

Programs Administrator

In this dynamic support role as Program Administrator, you'll manage program communications, including voicemails and email inquiries, coordinate records requests and subpoena responses with attention to confidentiality and legal compliance, collect and analyze client satisfaction survey data to inform service improvements, compile monthly program statistics and reports, and support the Chief Client Services Officer with scheduling and meeting preparation. Coordinate logistics for staff meetings, events, and gatherings that build organizational culture and connection, from ordering meals and setting up meeting spaces to arranging occasional deliveries.

If you thrive on variety, love being the go-to person who makes things happen, and want your organizational skills to contribute to ending domestic violence, this is your opportunity. You'll work across departments, support meaningful programs, handle everything from mail distribution to meeting logistics, and be part of a mission-driven team where your attention to detail and warm professionalism make a real difference.

Key Responsibilities

Programs Operations & Communications

• Manage client voicemail system, ensuring timely and professional response to inquiries.
• Monitor and respond to inquiries at info@familyplace.org, routing them appropriately.
• Maintain and update the internal phone list, distributing to appropriate staff members.
• Collect agenda items for Programs Senior Director meetings and support meeting coordination.
• Manage the Chief Client Services Officer's schedule and calendar.

Data Management & Reporting

• Collect, maintain, and enter data from client satisfaction surveys weekly.
• Assist in tracking and compiling program statistics each month for reporting purposes.
• Assist the Chief Client Services Officer with monthly reports, including mileage and credit card reconciliation.
• Prepare monthly Lyft transportation reports and language line usage reports.

Records Management & Legal Coordination

• Coordinate subpoenas/requests for client records with attention to confidentiality and legal compliance.
• Support staff in copying records when requested by clients or attorneys in response to subpoenas.
• Maintain organized filing systems that ensure efficient retrieval and protection of sensitive client information.

Mail, Correspondence & Donations

• Pick up, sort, and distribute agency mail and in-kind donations to appropriate departments.
• Prepare interoffice and community correspondence for mailing.
• Coordinate occasional meal and flower delivery orders.

Agency Events & Meeting Support

• Provide logistical support for agency gatherings, including Connection meetings, Town Halls, Listening Sessions, Holiday Party, and staff lunches.
• Copy materials, set up meeting rooms, and order meals for events and meetings.
• Ensure welcoming, organized spaces that support staff engagement and organizational culture.

Cross-Departmental Support

• Provide backup administrative support for Executive Administration as needed.
• Collaborate across departments to ensure coordinated operations and communication.
• Perform other job-related duties as assigned to support the agency's mission and programs' effectiveness.

Other Duties

• Performs other job-related duties as assigned.

Key skills/competency

• Administrative Support
• Program Coordination
• Data Management
• Client Communication
• Record Keeping
• Meeting Logistics
• Confidentiality
• Legal Compliance
• Event Planning
• Organizational Skills