Lead Administrative Support Specialist

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, organizational priorities, or emerging operational needs. Flexibility and responsiveness to changing demands are essential to the role.

WORK ENVIRONMENT: Work is performed in a moderately quiet office environment. The role may require walking, standing, stooping, kneeling, and lifting up to 20 pounds. Regular use of computers, phones, and office equipment is required. Travel between sites and occasionally to other cities may be required. Reasonable accommodations may be made for individuals with disabilities.