Office Coordinator

Office Coordinator

Reports to: Evaluations Director 

Status: Part Time, Hourly

Pay: DOE

Revised: April 21, 2026

Impact Statement:

Whether people are calling into our office or walking through the front door, I am visitors’ first impression of Main Office culture. My purpose is to help each person feel welcomed and supported. Each time I point visitors in the right direction, take care of a daily administrative task, or efficiently complete a data management project, I ensure that the behind-the-scenes of Utah Youth Village is running smoothly. When I am doing my job well, practitioners can spend less time resolving administrative concerns and focus on empowering youth and families.

Primary Responsibilities and Duties: 

1. Perform general office duties
   1. Answer and route phone calls
   2. Receive packages and other deliveries
   3. Greet visitors
   4. Scan and file documents
   5. Sort incoming/outgoing mail
2. Manage office supply inventory
   1. Monitor stock levels 
   2. Reorder items such as paper, toner, pens, toilet paper, and other essentials as needed
   3. Manage cleaning company
   4. Light cleaning/organizing at Main Office location
3. Provide administrative support to the Director of Development
   1. Batch incoming donations
   2. Prepare and send donor thank you letters
   3. Assist with event logistics throughout the year
4. Provide administrative support to the Finance Team
   1. Assist with basic bookkeeping tasks
   2. Data entry
   3. Invoice filing
   4. Expense tracking
5. Assist with various office-wide initiatives or projects as assigned
   1. Handle ad-hoc tasks that help ensure the administrative side of the office is running efficiently
   2. Act as a go-to team member for miscellaneous support needs that arise throughout the organization

Core Competencies:

• Clear, concise verbal and written communication skills, including documentation.
• Consumer-focused mindset, considering internal and external stakeholders and persons served.
• Capacity to provide and receive constructive feedback professionally.
• Willingness to share knowledge, mentor others, and support team success.
• Ability to work autonomously while maintaining productivity and meeting deadlines.
• Strong critical thinking and analytical skills to assess situations and make informed decisions.
• Confidence in addressing challenges and implementing effective solutions.
• Ability to balance independent judgment with seeking input when necessary.
• Proactive approach in identifying and addressing gaps in services or processes.
• Ability to manage multiple projects while maintaining attention to detail.
• Skill in developing and following efficient workflow processes.
• Budgeting and financial resource management skills.
• Knowledge of and adherence to confidentiality policies, including HIPAA and FERPA.
• Commitment to maintaining ethical standards and professional integrity in all interactions.
• Ability to recognize and appropriately handle sensitive or confidential information.
• Ability to follow crisis response plans and safety protocols.
• Proficiency in industry-relevant software (Google Suite, CRM systems, HRIS systems, project management tools).
• Understanding of licensing, regulatory, and compliance requirements in residential treatment.
• Skill in troubleshooting basic technical issues and supporting documentation accuracy.
• Experience in maintaining data security and confidentiality best practices.
• Familiarity with accreditation standards and reporting requirements.

Qualifications:

• Pass Background Check with a Residential Treatment level of clearance at all times (Background Check provided upon hire).
• Reliable and flexible, with a willingness to learn and take on new challenges.
• A self-starter and problem-solver who is proactive and takes initiative.
• An effective communicator with strong interpersonal skills.
• Someone who takes ownership and pride in managing the main office and its operations.
• Organized and detail-oriented, able to juggle multiple responsibilities and follow through on tasks.
• Passionate about the Village’s mission, exemplifies its values, and has a natural desire to help things go right—both in big and small ways.
• Education or experience in business administration is preferred.

Success Outcomes:

• Employees at the main office always have access to their supplies, because their needs are anticipated.
• Consumers who contact our office receive the information they are seeking, and leave the interaction with a positive view of our organization.
• The business side of Utah Youth Village runs smoothly because donations are recorded and bills paid in a timely manner.
• The office environment is welcoming and peaceful because the physical building is clean, and because everyone is greeted with warmth.
• Projects are completed in a timely manner, because I take care of the detail-work with precision.