Job Details

Administrative Coordinator

Janus Youth Programs, Inc, Portland, Oregon

Job - Non-Profit

Close Date: 04/23/2019

The Administrative Coordinator position provides administrative and clerical support to the Executive Director, Advancement Director and Program Directors under the supervision and direction of the Executive Coordinator. Responsibilities include providing support to the Executive Director, managing and organizing the administrative office, providing support in tracking and submitting funding reports, assisting in grant preparations, receiving donations, managing the donor data base.

This position will hold a key role in coordinating Accreditation Committee meetings; gathering policies and developing an Operations Manual for the agency; and providing ongoing support to the Committee related to Janus Youth Program’s Accreditation processes.

SCHEDULE: 40 hours per week; 8:30am to 5:00pm Monday through Friday. However, this schedule may be adjusted according to the needs of the program.

WAGE/BENEFITS: $15.50 to $17.75 per hour depending on experience. Janus offers an excellent benefits program including medical, dental, life & long-term disability insurance; EAP; 401(k) and paid time off (varied eligibility waiting periods apply). Voluntary optional coverage is also available.

Applications for all positions may be forwarded to appropriate similar positions within Janus Youth Programs. Positions may vary by location, pay structure, union, and supervisory staff.

QUALIFICATIONS: Any combination of education, experience and training that demonstrates the ability to perform the duties of the position is qualifying.

Experience demonstrating high-quality provision of high-level clerical support to executive-level and/or management personnel.

Demonstrated writing, editing, and proof reading skills.

Experience and knowledge of donor data base software, such as Raiser’s Edge, preferred.


Values working in a multicultural/diverse environment.

Accurate typing of 60-65 w.p.m., accurate data entry, strong word processing and computer skills using MS Office Suite, and ability to place orders through various online platforms.

Excellent interpersonal skills.

Ability to problem solve.

Attention to detail.

Ability to work on multiple projects and meet deadlines while attending to frequent interruptions.

Ability to work effectively as a team member.

Openness to feedback and supervision.

Ability to communicate effectively in English, both orally and in writing.

Knowledge of and ability to operate multi-line telephone system.

Manual/physical dexterity allowing for copying, typing, filing, faxing, phone use, and writing.

Ability to sit for extended periods of time (with flexibility to stretch and move around as needed).

Ability to accurately read, record and interpret information.

Ability to exercise tact, discretion and judgement in working with a variety of people.

Ability to maintain appropriate professional boundaries in working with others and in handling confidential information.

Writing, editing, and proofing skills.

Ability to regularly attend scheduled shifts, be punctual for scheduled shifts and meetings, and be in condition suitable for assuming responsibilities of position.

Process donations; ability to lift up to 15-20 pounds on a frequent basis.

Manual/physical dexterity allowing performance of routine office functions such as phone use, computer use, copying, filing, faxing, organizing supplies, etc.


Driving is not required. All employees who drive for work purposes must have and maintain a valid driver’s license for state of residency, have a driving record that permits coverage under the corporate auto liability policy, and complete the agency’s driving approval process before driving for work. If driving a personal vehicle for work purposes drivers must also have personal auto liability coverage ($100,000/$300,000 levels strongly recommended). Employees are not to drive for work purposes until they have received written authorization to do so.

Bloodborne Pathogens training is required on first day of employment and annually thereafter.

Must complete Mandatory Abuse Training within the first 30 days of employment and annually thereafter.

Must pass criminal history background check.


Typical office environment. Non-profit managing youth services

May involve exposure to communicable diseases, including a variety of illnesses and infections such as the common cold, TB, Hepatitis, flu, meningitis, and HIV.

May involve exposure to upset, angry, severely traumatized or emotionally disturbed children, adolescents, adults, and families.

May involve time in excess of routine schedule and/or overtime, including evening/overnight, and/or weekend hours, and/or holidays.

May require working and providing services at locations other than program site (i.e., restaurant, café’, clients’ apartments, etc.,) and may, therefore, be exposed to environments not under agency control (i.e., second-hand smoke, varying hygiene practices, etc.).

This position description is intended to give the reader a general idea of the overall purpose and the main activities and responsibilities that are intrinsic to this position. While this description is intended to be representative, it is not intended to be limiting.

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