Overview
Senior Executive Administrative Assistant Jobs in Jacksonville, FL at Johnson & Johnson
Position Title: Administrative Coordinator
Status: Full-time, non-exempt, hourly position (37.5 hours/weekly)
Reports to: Director of Infrastructure and Clinical Services
About the Organization
Family Connections is a dynamic learning community focused on education and growth for historically under-resourced communities by supporting children and their parents and caregivers. Our programs and services are offered at no cost, so all families in our community can participate regardless of their circumstances.
Our caregiver-participation early learning programs provide enriching learning experiences for birth-to-five-year-olds, resulting in children who are academically and socially ready to learn when they reach kindergarten. We also offer caregiver leadership education, holistic mental health, and family wraparound support services to help caregivers confidently and successfully embrace their role as their child’s first teacher, most influential role model, and best advocate. Finally, we offer consultation services to help build the capacity of staff, families, programs, and systems to prevent, identify, treat, and reduce the impact of mental health challenges among children from birth to age five (5) and their families.
About the Position
The Administrative Coordinator position plays a critical role in the organization, serving as a centralized support for operational and administrative tasks. The Administrative Coordinator is often the first point of contact for enrolled and prospective families, visitors, and staff. Under the direct supervision of the Director of Infrastructure and Clinical Services, the Administrative Coordinator will recruit and enroll families and assist with various other administrative, outreach, and program-related projects. The Administrative Coordinator’s duties include but are not limited to outreach, enrollment, communication, coordinating events for families, and ensuring that all sites are running smoothly. This is a full-time position that includes some evening and weekend work.
Responsibilities
Administrative
● Manage enrollment process to ensure Family Connections meets enrollment targets, including assisting with strategy development and implementation.
● Oversee enrollment and serve as the main point of contact for families throughout the process.
● Create and maintain student files, ensuring 100% accuracy of residency files and student information to support successful annual child count/audit outcomes.
● Maintains student health records and keeps parents informed about requirements or expiring paperwork
● Collect, organize, and maintain registration information, surveys, and family records.
● Use Salesforce and Google Drive to maintain up-to-date internal records for all students and caregivers enrolled in programming.
● Update and distribute enrollment communications and welcome packets.
● Schedule tours for prospective families in collaboration with Family Service Coordinators.
● Manage attendance audits and follow-up as appropriate
● Coordinate logistics for field trips and program and staff events.
● Contribute to developing and implementing procedures and act as a reference point for interpreting policies and procedures.
Operations
● Order supplies for offices, classrooms, and events.
● Arrange logistics for meetings and events, such as ordering food and supplies, ensuring needed materials are available, confirming attendance, updating the program calendar, etc.
● Oversee regular site safety checks and support school safety processes and procedures to ensure compliance.
● Submit and follow up on repair and maintenance requests.
● Coordinate operational matters such as building maintenance/repair, office equipment, and purchasing in collaboration with the Director of Administrative Operations.
● Provides coordination and support for internal and external events at the school site,
including after-hours and weekend events.
● Coordinate and communicate with staff and external vendors regarding cleaning, gardening, and maintenance.
Communication
● Manage communication, including responding to phone calls, texts, and emails from families, staff, and external providers. Forward messages, send group emails and texts, address questions and concerns from families and external providers, and assist staff with inquiries.
● Prepare and/or translate family communications (newsletters, emails, texts, etc.).
● Coordinate and participate in outreach efforts and facilitate presentations to raise the visibility of Family Connections’ services.
● Develop, update, and distribute outreach materials, program flyers, and certificates.
● Engage with families and participate in family recruitment activities and initiatives.
General Support
● Assist in coordinating and participating in program events and activities, which may occur in the evening and/or on weekends.
● Provide information and linkage to community resources to families and provide interpretation services if needed.
● Coordinate with external partners and assist with data collection and document submission.
● Communicate and coordinate volunteer efforts in collaboration with leadership.
● May assist the Director of Administrative Operations with Human Resource related tasks, including processing paperwork and maintaining employee records.
● Support special projects and initiatives, such as Diaper Drives, Food and Resource Distribution, and Christmas Tree Giveaways.
● Other duties as assigned.
Requirements
● The ideal candidate is a highly organized, detail-oriented, personable, upbeat self-starter with excellent communication skills and the ability to work independently.
● Associate degree required, bachelor’s degree preferred
● Excellent written and verbal communication skills in English and Spanish
● Ability to efficiently multitask and prioritize tasks effectively
● This position requires in-person work, with occasional opportunities to work from home
● This position requires driving to multiple locations within the county for meetings and other essential functions. Mileage is reimbursed at the CA mileage rate.
● Must successfully clear a background check and obtain TB clearance
● Must have up-to-date immunization records
● Current CPR/First Aid certification, mandated reporter certificate, defensive driver certificate, and harassment prevention certificate (to be completed within 60 days of employment)
● Possess a valid DMV license, current vehicle insurance, and consent to DMV driving record request.
● Have access and be able to use the internet and email
● Available to work occasional nights and weekends
● Able to bend and lift 25 pounds when necessary
● Valid permit to work in the U.S.
Desired Skills and Experience
● Two years or more of experience working in early learning or family service programs in under-resourced communities
● Experience navigating systems that serve families with young children in San Mateo County
● Comfort utilizing Google Suite, Salesforce, Canva, and other platforms
● Ability to establish and maintain partnerships with external organizations
● Embraces a growth mindset and is solution-focused when approaching challenges
● Committed to using strength-based communication when interacting with families, colleagues, and external providers
● Ability to adapt and work collaboratively within a multidisciplinary team
Compensation and Benefits
● Competitive salary commensurate with experience
● Sick leave, paid time off, and holiday pay
● Retirement plan
● Medical benefits
● Professional development opportunities
● Supportive learning community
How to Apply
Family Connections values diversity; people of all backgrounds are encouraged to apply (EOE: M/F/D/V). Please submit your most recent resume and cover letter
Job Type: Full-time
Pay: $31.00 – $33.00 per hour
Expected hours: 37.5 per week
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Weekends as needed
Application Question(s):
Do you have Two years or more of experience working in early learning or family service programs in under-resourced communities?
Education:
Associate (Required)
Language:
Spanish (Required)
Ability to Commute:
Redwood City, CA 94063 (Required)
Work Location: Hybrid remote in Redwood City, CA 94063
Title: Senior Executive Administrative Assistant
Company: Johnson & Johnson
Location: Jacksonville, FL
